Fellowship

GS Form 90 Training 2008 Welcome SPS Fellowship Award Process, Form 90, and Fellowship Insurance GS Form 90 Training 2008 Form 90 First Contacts Email to fellowships@purdue.edu Graduate School Fellowships – Christal Musser (42598) – Ted Daniels (47056) Other Fellowships – Christal Musser (42598) – Margaret Andrzejewski (44856) – Rowena McMasters (41071) GS Form 90 Training 2008 Fellowship Insurance First Contacts PUSH – Patty Blackburn (63998) – Angela Provo (63998) – Joyce Roosz Graduate School – Ashlee Robertson (41558) – Christal Musser (42598) GS Form 90 Training 2008 Academic Office Communicate Business Office Graduate School/ Sponsored Program Services GS Form 90 Training 2008 Form 90 Training Objectives • Form 90 Completion • Fellowship Insurance – Supplement Payment Process – Important Information • SPS Fellowship Award Process GS Form 90 Training 2008 DUE DATE for GS Form 90 June 6, 2008 to the Graduate School Fellowship Office New Form 90 web address: http://www.gradschool.purdue.edu/downloads/facstaff/GSForm90.xls (Forms approved by the due date will be submitted to the Bursar before fees are billed to students.) GS Form 90 Training 2008 Form 90 : Sections A & B • Include the PUID and Responsible Cost Center for the paying department • Indicate Fellowship or Assistantship – Implication of fellowship vs. assistantship (Financial Aid) GS Form 90 Training 2008 Form 90 : Section C • Resources – Graduate School Fellowship/Assistantship Quick Facts sheet (green sheet) – Graduate Tuition Scholarship Chapter of Fellowship Manual • Account number – – enter Acct 1 or Acct 2 GS Form 90 Training 2008 Fellowship Administered as an Assistantship C. Tuition & Fees Session Term Fall Spring Year 2008 2009 Fellowship Tuition Assistantship Fee Remit Fee Remit Grad Appt Technology Fees R&R International Different student/dept Student/dept NA NA student/dept student/dept student/dept student/dept student/d student/d Summer 2009 Fee Remit Student/dept NA student/dept student/dept student/d Fee Remit goes under Assistantship GS Form 90 Training 2008 Fellowship with additional appt. C. Tuition & Fees Session Term Fall Spring Summer Year 2008 2009 2009 Fellowship Fee remit Fee remit Fee remit Tuition Assistantship Grad Appt Technology Fees R&R International Differen Student/dept Student/dept Student/dept NA NA NA Student/dept Student/dept Student/dept Student/dept Student/dept Student/dept Student/ Student Student Fee Remit goes under Fellowship GS Form 90 Training 2008 Form 90 : Section D Supplement – Yes or No? Insurance – Mark the appropriate box - $935.00 is the new Insurance Supplement rate GS Form 90 Training 2008 Form 90: Box D, continued Stipend Calculations 1. Manually enter total sponsor stipend 2. Supplement line is populated from D 1 3. Fringe benefits line calculates on its own if it is marked as an assistantship on D2 4. Insurance populates from D 2 GS Form 90 Training 2008 Form 90: Box D, continued 5. Total annual stipend automatically calculates 6. Total benefits and insurance automatically calculates 7. Manually enter total months paid 8. Tab through to calculate “Total Monthly Stipend” to finish Box D Partial Year Calculations • Use remaining stipend amount and remaining months GS Form 90 Training 2008 Form 90 : Section E  Account set-up information  Enter Sponsor, Fellowship Start and End Date (effective period), and PI’s full name.  Enter Existing account number for revisions only  Total SPS award automatically populates from Box D  Special Instructions GS Form 90 Training 2008 Form 90 : Section F  Approvals indicated by appropriate signatures Please include a phone number  Always route Form 90s to Christal Musser in the Graduate School Fellowship Office  Please allow 5 days for processing GS Form 90 Training 2008 Fellowship Cancellations • Please submit a Form 90 to cancel fellowships – Write Cancel across the entire page – Use the “Special Instructions” section to explain the cancellation GS Form 90 Training 2008 Reference Material Graduate School Fellowship Resource Webpage http://www.gradschool.purdue.edu/faculty/fellowshipresources/ • • • • • • Fellowship Manual Form 90 Graduate School Fellowship/Assistantship Quick Facts Fellowship Offer Letter Template Graduate Tuition and Fee Assignment Procedures Administration of Tuition and Fee Scholarships and use of COPA GS Form 90 Training 2008 Comments from the Departments GS Form 90 Training 2008 Insurance Supplement Payment Process Total Premium = $1247 Purdue Supplement = $935 Student = $312 Fall Semester payment due September 6th Spring/Summer payment due January 14th GS Form 90 Training 2008 Insurance Supplement Payment Process • Annual Supplement amount = $935 • Paid in August and December stipend check – August Payment is August thru December • 5/12 = $389.58 – December Payment is January thru July • 7/12 = $545.42 GS Form 90 Training 2008 Insurance Supplement Payment Process FA Form Example Important Insurance Information for Graduate Fellowship Recipients 2008-261-3 Fellowship Insurance  Fellows should receive a copy of the enrollment form from their business offices with attached application instructions before visiting the Student Insurance Office at PUSH, Room 340. Open enrollment period is from August 6th through September 6th, 2008.   If “student only” enrollment, coverage is by semester only. The yearly University contribution of $935.00 will be apportioned and distributed in August and December stipend checks. Total cost for “student only” is $1,247.00/year. The portion of the premium that is the fellow’s responsibility is $312.00/year. After verification of fellowship insurance eligibility, payment may be made by MasterCard, Visa, Discover, or money order.   The policy year ends 08/05/2009.  Coverage can not continue past the policy year end date. Any renewal or continuation would be based on the next year’s policy’s rates and regulations.  If a fellowship policy ends and a student is no longer eligible for student insurance, but has been covered continuously for 6 months under the student insurance, the student may elect to continue the policy. Enrollment MUST occur within 14 days of the policy end date.  It is the student’s responsibility for timely renewal payment whether or not a renewal notice is received. For those renewing for second semester, renewal payment MUST be received by January 14th so that no lapse in coverage occurs. International Students  Insurance is required for all international students and must begin with the first day of classes (8/25- Fall) and coverage must be continuous for the duration of academic studies at Purdue.  If a student chooses not to purchase the Fellowship Insurance plan, a waiver form must be completed by the alternative insurance company and the plan must meet all minimum requirements as set forth by the US government and Purdue University. WAIVER Deadline  International Students must purchase insurance or submit and receive waiver approval no later than September 6, 2008. Failure to do so will lead to cancellation of classes. Vision Coverage  An enrollment form for vision coverage is available in the Student Insurance office. The completed enrollment form and a payment of $10.00 must be submitted to Staff Benefits in Frehafer Hall.   Further vision benefits information is available at www.vsp.com.  Questions concerning coverage and claims are handled through the Staff Benefits Office at Frehafer. Dental Coverage  There is no dental option available for fellowship students. Questions? Fellowship Award Process You Are Completing a Form 90… Questions to Ask About Funding:  Do we already have the grant setup and the funds are awarded? Is this a Continuation Award? Is this a New Award?    Are the funds coming from Internal Funds? Learning Objectives: by the end of our time together you should be able to…      Understand and perform correctly the process of Grant funding and completing the Form 90. Understand the distinctions of a Continuation Award from a New Award. Understand how to correctly handle Voluntary Support. Understand what to do and what not to do if a sponsor has sent a letter to the student. Understand how Internal Funds affect grant management and Form 90’s. Grant is Setup! What Else Do I Need To Do?  SPS has already setup the grant, are there enough funds to cover the Form 90? NEW: A new IO/SP will need to be created for each new student that will be receiving an award. Email the Account Manager with the budget information for each IO/SP that is needed.    Grant is Setup! (continued)  If a new IO/SP is not needed, (i.e. same student as year 1) is there enough funds budgeted to cover the 2nd year, of stipend indicated on the Form 90? If not enough funds are budgeted, what source is the funds coming from? Email the Account Manager with this information and the budget information. QUESTIONS?   What is a Continuation Award?  An award that has been awarded for another year by the sponsor on the same sponsor award. The sponsor may indicate “continuation” or “year 2 of 3”, etc. (Watch NASA awards for this) Must have the same sponsor award number provided by the sponsor as the prior award (this is referred to as the external reference # on the reference tab of the grant in SAP)   Continuation Award (continued)  Should be given to the same student  Has the department received notification from SPS that this year’s funds have been awarded? (If the department receives the award, forward the award to the Account Manager in SPS.) If not, contact the SPS Account Manager to see if the award has arrived. Discuss establishing an NTP (Notice to Proceed) with the Account Manager.  Continuation Award (continued)  If the award has not arrived, the department is sure that the award is coming, and the Account Manager cannot confirm with the sponsor, the department should complete a departmental NTP and forward the completed NTP to the Account Manager. QUESTIONS?  What Constitutes a New Award!  Proposal logged in COEUS that has been submitted to the sponsor. The sponsor is sending Purdue the award. NO Proposal in COEUS   New Sponsor Award Number (this is the external reference number in SAP) on the sponsor award. Letter from sponsor to student – No Proposal submitted to the Sponsor Voluntary Support Award   Department Has Received the New Award – Proposal is in COEUS  Forward the award to SPS contractual area.   Non Federal awards go to SPS/HOVD Federal awards go to SPS/YONG  The award will be logged in, reviewed, and forwarded to the Account Manager The Account Manager will notify the department that the award is ready for setup and ask for the appropriate award information. (IO/SP’s needed, RCC, PI & Co-PI etc) & setup the award.  Department Has Received the New Award – No Proposal in COEUS  An internal proposal will not be needed for Fellowship awards only. Presently developing a new form – Fellowship Award Only Transmittal. In Lieu of the form email the Account Manager with the following information: Regulatory information, credit split, a statement that there is not a conflict of interest.   Department Has Received the New Award – No Proposal in COEUS  Attach a budget (can be an excel or word document) Attach a copy of the award (if there are original signatures you will need to send the award in the mail) The account manager will forward the information to SPS contractual area.     Non Federal awards go to SPS/HOVD Federal awards go to SPS/YONG Department Has Received the New Award – No Proposal in COEUS (continued)  SPS contractual area will review the award, sign the award documents if required and return to sponsor The completed Fellowship Award Only Transmittal and the award will be forwarded to the Account Manager.  Department Has Received the New Award – No Proposal in COEUS (continued)  The Account Manager will notify the department that the award is ready for setup and ask for the appropriate award information. (IO/SP’s needed, RCC, PI & Co-PI etc) & setup the award. A copy of the award will be forwarded to the business office, PI, and CO-PI with the award notification email once the grant and IO/SP’s are setup.  Voluntary Support  Complete a Form 44 and send it along with the check, and any other supporting documentation to SPS/YONG for deposit The Account Manager will notify the department that the award is ready for setup and ask for the appropriate award information. (IO/SP’s needed, RCC, PI & Co-PI etc) & setup the award. Once the award is setup, an email notification will be sent to the business office, PI & Co-PI. The Form 44 will be forwarded to the Development Office.   Letter from the Sponsor to Student  A letter from a sponsor to a student is a notification of an award to come and is not an award document in most cases. These situations need to be handled on a case by case basis. The department may complete a departmental NTP and forward the completed NTP to the Account Manager with the letter.   Letter from the Sponsor to Student (continued)  The department should in any case forward the letter from the sponsor to the Account Manager. The Account Manager will contact the sponsor about the pending award and get back to the business office.  Internal Funds  The preferred way to handle internal funds is to establish a new Internal Order (IO) on the grant. By internal funds we mean supplemental funds, GEM’s, internal fund accounts set up to handle differentials, etc. The One Purdue system cannot handle mixing internal Purdue funds with sponsor funds as was done in the legacy system.   Internal Funds  A new Internal Order will need to be established in GM using the appropriate department fund that the supplemental funds will be transferred to . We are working on a best business practice document. Other arrangement should be discussed with the Account Manager on a case by case basis.  Form 90 Processing in SPS  Sent to SPS from the Grad School Office Logged in by SPS Mail Clerk, routed to the account manager/clerk of the grant   Reviewed for adequate funding Sent to the Fellowship account manager for review of the document.  Form 90 Processing in SPS  Signed by Tom Wright  Returned to SPS Mail Clerk, sends the original back to the GS Fellowship Office and copies of the Form 90 to :     Bursar Office Financial Aid/Scholarship Office Business Office Fellowship Account Manager QUESTIONS?