Welcome SPS Fellowship Award Process, Form 90, and 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                       Tuition                                               Fees
    Term                Year   Fellowship         Assistantship    Grad Appt      Technology      R&R         International    Different


    Fall                2008                          Fee Remit   student/dept       NA        student/dept   student/dept    student/d

    Spring              2009                          Fee Remit   Student/dept       NA        student/dept   student/dept    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                       Tuition                                                  Fees

    Term                Year   Fellowship         Assistantship     Grad Appt      Technology       R&R         International     Differen

    Fall                2008   Fee remit                          Student/dept        NA        Student/dept   Student/dept     Student/

    Spring              2009   Fee remit                          Student/dept        NA        Student/dept   Student/dept     Student

    Summer              2009   Fee remit                          Student/dept        NA        Student/dept   Student/dept     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

 InternationalStudents 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?