Faculty & Staff: Graduate Assistant Information
Graduate Assistant Budget and Tracking Procedures
Budget (Updates coming summer 2008)
- Colleges are responsible for monitoring budget allocation expenditures within their departments. The College of Graduate Studies will send periodic budget reports to designees in the Colleges for reconciliation. The College of Graduate Studies will not be responsible for any expenditure exceeding a College’s allocation.
- The College of Graduate Studies reconciles budget expenditures with the Bursar’s office, as well as HRS/Banner. Discrepancies should be brought to the attention of Mary Main ext. 2283 as soon as possible for resolution.
- The College of Graduate Studies will do three budget transfers and one adjustment (if necessary) within the academic year.
- Summer Processed in September (unadjusted)
- Fall Processed in November (unadjusted)
- Spring Processed in April (unadjusted)
- Adjustments Processed in May
- Adjustments are made based on the final amount that should be in an account, taking into account any journal entries not yet made by Payroll/Grants Accounting. Colleges are not to make their own adjustments until all budget transfers are completed and adjustments made within the College of Graduate Studies. This will allow for ease of reconciliation. It is up to the Colleges to follow up with Payroll/Grants Accounting on outstanding journal entries.
- The College of Graduate Studies will now be tracking internal (departmental) vs. external (grant) tuition funding. New BR Codes have been issued for use with stipends funded by grants. These codes for tuition will all have the four-digit extension of 2561 in FRS. A list of codes can be reached via web link found at the end of this document. The chart below indicates the use of the BR Codes as they relate to funding types:
| Stipend Type |
Tuition Code |
| Paid with Accounts (1xxxxx) or (2xxxxx) |
Use normal BR Code type “B” for internal base funding. |
| Paid with Accounts (4xxxxx) or (5xxxxx) |
Use newly issued BR Code type “T” for external base funding. |
| Stand alone tuition waiver (not used at this time) |
Use BR Code type “W” for waiver/scholarship funding. |
| Internship funding (1540s) Paid with internal funds (1xxxxx) or (2xxxxx) |
Will NOT be reimbursed from the College of Graduate Studies |
| Internship funding (1540s) Paid with external funds (4xxxxx) or (5xxxxx) |
Use BR Code type “T” for external base funding. An internship is classified as a student working off-campus for pay, but receiving program credit. |
- Students paid with multiple sources of funding (partial grant and partial base funding) should have their tuition charged proportionately to the amount of stipend. For example, if a student is being paid equally ½ grant and ½ base stipend, 6 hours of tuition will be charged to the internal base BR Code, and 6 hours will be charged to the new grant funded stipend (GFS) code ending in 2561.
- It is expected that all graduate students will be paid on a consistent basis when using internal base funding. Master’s students should be paid at Master’s level, and PhD students should be paid at PhD levels as well. Colleges should provide expected stipend levels for each semester before GAPAs will be processed. Stipend levels may be reported via email to Mary Main.
Variations in funding should be fully explained in the “Additional Remarks” section of the GAPA to avoid delays in processing.
