Faculty & Staff: Graduate Assistant Information
Graduate Assistant Budget and Tracking Prodedures
GAPA Processing
Deadlines
Although the College of Graduate Studies processes GAPAs as they come in, there are deadlines in conjunction with Grants Accounting and Payroll deadlines to ensure paperwork is processed for specific payroll periods.
- Grant GAPAs Must be to College of Graduate Studies one payroll Friday before student will be paid (two weeks prior to Payroll). Unless otherwise notified by email. This gives the College of Graduate Studies one day to process the form and get it to Grants Accounting for their 2-day deadline on Monday of the non-payroll week.
- All other GAPAs Must be to College of Graduate Studies by Monday of the non-payroll week to meet the Payroll deadline of Wednesday of the non-payroll week. Please note that GAPAs coming in after these deadlines are still processed and taken to Grants Accounting and Payroll, but there is no guarantee it will be processed in time for the payroll deadline.
Begin Processing Dates
- Continuing Graduate Assistants
International or Domestic students that were previously on an assistantship. May be sent for processing once tuition fees for the term in which the assistantship will occur have been announced
- New Domestic Graduate Assistants
New students or new to the Graduate Assistant program
May be sent for processing once tuition fees for the term in which the assistantship will occur have been announced. Must have attached a correctly completed I9 and the DMA/TEL form (refer to Personnel Action Form website ).
- New International Student
Just entering the country and starting assistantship program
Forms may be sent for processing when the student arrives and has applied for a Social Security card. The student must submit letter from Social Security Administration confirming application. This letter must be attached to the GAPA form before it will be processed and sent to Payroll. The student will not receive a standard payroll check until the student comes to the College of Graduate Studies with their Social Security card and a picture ID.
- New International Graduate Assistant
Have been in the country and have a Social Security number or need to apply for a social security number.
May be sent for processing once tuition fees for the term in which the assistantship will occur have been announced, as long as they have a Social Security number, or letter confirming application for a Social Security number. This letter must be attached.
GAPA Forms Completion
Form Links
- GAPA
- Payroll Forms
- I9 Form (Under Miscellaneous Forms)
- DMA/TEL
- Removal From Payroll Form (Please remember, these forms must come through the College of Graduate Studies the same as the GAPA forms. Please notify Payroll in advance via email that a form has been submitted.)
Department Responsibilities (under review - changes coming for summer 2008)
(Refer to the Personnel Action Form Web site for detailed instructions on completing the form).
Check eligibility of student before submitting form.
GPA must be 3.0 or better
Check Screen 9 in SIS for SS# of International Students. Enter SS# on GAPA if one exists.
Ensure all codes match (masters, teaching, Fall/Spring, PCN#)
Ensure international student has eligible visa status to work (F1, J1)
International students must have a social security number, or must have proof of application for a social security number attached to their GAPA form before sending to College of Graduate Studies
ALL GAPAs must have a signed copy of the original GAPA attached.
Request of Employment Outside of Assistantship Duties
- Forms must be signed by the student’s advisor and submitted prior to the beginning of the additional employment. All forms submitted after the employment date will be denied.
- All requests must be made on the current version of the form. Link to the current form
- Requests submitted on out-dated forms will be returned to the department.
Eligible Fee Payments
Assistantships funded with College of Graduate Studies budget allocations will be eligible to cover the following fees:
- Tuition (up to 12 hours of graduate, non-audit credit hours)
- Stipend (within reported stipend levels)
BR Codes Available (New codes summer 2008)
Please click on the following link for your college/department to view the available BR Codes:
- Arts & Sciences
- Business Education
- Engineering
- Health and Human Services
- Pharmacy
- GMAP
- If you have any questions about the BR Code listings, please contact Mary at ext. 2283.
Late Fees (late payment fees)
- Graduate Assistants incurring late payment fees due to delays in GAPA processing may have their fees waived IF the student has paid all other fees for which the student would normally be responsible (i.e. legal fee, special service fee, facility fee, general fee, tech fee, etc.). Students are to pay credit-based fees based on an estimate of their covered assistantship hours. Questions and assistance with calculating these fees may be obtained from Rocket Solutions Central at 419-530-8700.
- New international students need only show proof of application for a Social Security number to have the tuition portion of their assistantship entered into SIS. The student will not get a payroll check until a Social Security number is received, or until the student has waited four weeks from the date of application and has not received a Social Security number. Refer to the Payroll website for further information on obtaining an accounts payable check for international students without a Social Security number.
Late Registration Fees
- Students are required to register before the beginning of the semester, even if their assistantship has not been processed. The College of Graduate Studies will not waive late registration fees, except for students arriving after the beginning of the semester but before the 15th day and upon a written request from the department explaining the circumstances of the student’s late arrival to campus.
Payroll (New process coming summer 2008)
Step 1: Has it been processed in the College of Graduate Studies for Fee Waiver?
- The quickest way to check if a GAPA has been processed in the College of Graduate Studies is to look at any one of the SIS screens below: Screen 408 (Billing Statement) will show the BR Code and amount actually used or paid. Screen 430 (Contracts and Waivers) will show the BR Code/Term/Total Tuition Amount available.
- Not everyone has access to these screens, but a request for view capabilities can be made to Sharon Schafer in the Registrar’s office. If tuition appears on these screens, the College of Graduate Studies has processed the form.
GAPA forms are taken by hand over to Grants Accounting and Payroll by College of Graduate Studies personnel usually daily during high volume times. Otherwise, they are taken as needed by the posted deadlines.
Step 2 (if necessary) Has it been processed in Grants Accounting?
- Grants accounting may be contacted directly, or the department may check SIS 408 Screen to see if any grant entries have been made. If so, it has been processed by Grants Accounting.
Step 3: Has it been processed in Payroll?
- You will need to check HRS for this step. Screen L16 in HRS will list GA assignments with beginning and end dates, as well as stipend amount. If there is no entry for the student here, the student will not get paid. Please remember, there may be a couple of days between the time GAPAs leave the College of Graduate Studies and are entered into Payroll. GAPAs are normally processed the same day they are received in the College of Graduate Studies unless there is an error or clarification required. Contact the College of Graduate Studies, Grants Accounting, or Payroll only after an appropriate amount of time has elapsed.
