Graduate Tuition Return Incentive Program (GTRIP) Procedures

NOTE:  This process is followed for a single Graduate Research Assistant each term that their tuition is paid from a sponsored project award. If their tuition payment comes from more than one account, each account requires a separate Charge to Account Request form (step 4).


Tuition Waiver Request and Tuition Payment

1. When a sponsored project award is made for a project that has budgeted graduate assistant tuition, an email is sent to the department contact for that award. That email contains identifying information for the award.

2. The hiring of a Graduate Research Assistant paid from that award triggers the start of the GTRIP process workflow. The process mimics that of a tuition waiver request, which starts with submitting form G104 (Waiver Requests) in GradStatus. This form will require:

  • Student Name (Last, First Middle)
  • Student UGAID (81x)
  • Student Residency
  • Term (of tuition payment)
  • Department of GRA
  • Tuition Waiver Attribute (RIAS for Assistant; RIAT for Trainee)
  • Account Chartstring (account to pay department subsidy of Mandatory Student Health Insurance Plan)
  • Project ID (this is the Project ID of the award that is paying the GRA)

3. Submission of this form triggers a confirmation message to the submitter that contains a link to initiate the GTRIP Workflow. This link must be followed to complete the G104 submission. This workflow triggers email notifications at each step to streamline the process. Initiating the workflow requires (much of this is pre-populated):

  • Student Name (Last, First Middle)
  • Student UGAID (81x)
  • Term (of tuition payment)
  • Department
  • Project ID (this is the Project ID of the award that is paying the GRA)
  • Requestor Name
  • Requestor Email

4. Once the Graduate School and Registrar verify account information and record attribute and exemption in Banner, the workflow will notify you to submit a Charge to Account Request form to Student Accounts. This form has its own instructions. It will require:

  • Contact (Name, Email, Phone, Department)
  • Student Name (Last, First Middle)
  • Student UGAID (81x)
  • Attribute (RIAS or RIAT)
  • Term (of tuition payment)
  • Account Chartstring (account to pay tuition)

5. Student Accounts will then charge the tuition to the requested account.

Tuition Return Funding

6. GTRIP tuition return funds can be requested in the same fiscal year as tuition payment or at the beginning of the next fiscal year. When the department is ready to request return funds for this student, the next step in the GTRIP Workflow is triggered.

7. The department requesting the return funds submits the request that must be approved by the Graduate School prior to action by the Budget office (the workflow handles this). This requires:

  • Student Name (Last, First Middle)
  • Student UGAID (81x)
  • Account Chartstring (account to be credited with return funds)
  • Fiscal Year for return

8. The department should verify that the GTRIP Return funds have been received. Remember that GTRIP Return funds must be spent in the FY they are received.

 

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