Subject:  Fee Remissions No.        92-4
Date:    July 22, 1992

(Note: This Important Notice is being sent to Account Managers, Chairpersons, Deans and Chancellors. Please forward to others who have a need to know.)

This replaces Important Notice 90-7 dated August 7, 1990 on fee remissions.

All graduate students who are appointed as a Research Assistant, Associate Instructor, Graduate Assistant or Faculty Assistant, and who meet the criteria listed below, shall receive a full fee remission (less the dedicated fee) for those hours they take in fulfilling their degree requirements. The maximum number of hours that may be taken each 12-month academic year is 30. The maximum number of hours that may be taken each semester (or combined summer sessions) is 12. This policy applies to all eligible students regardless of the source of their salary payment.

  1. A graduate student appointed for at least 50% FTE.
  2. The student performs either teaching or research activities.
The school will make the decision as to how much of the fee remission it wants to recover from its sponsored programs for those graduate students whose appointments are at least 50%. That amount will be included in the "other" category of the proposal budget submitted. Any amount not recovered will become voluntary cost sharing by the school. If the sponsoring agency will not pay for fee remissions, it will be the school's decision whether to accept the awarded project. If it is accepted, the school will be obligated to pay the fee remissions involved. As in the past, no indirect cost should be calculated on the fee remission.

Because of the timing problem in obtaining accurate information on graduate students, the billing of fee remissions to grants will continue to be the responsibility of the individual schools. The total fees (less the dedicated fee paid by the student) will be charged to the school. The school will be responsible for billing individual grants and contracts for whatever part of the fees it expects to collect.

The fee remission should be charged to the grant or contract where the graduate student's salary is charged. If the salary is moved from one account to another during the semester the fee remission should follow the salary. If the salary is distributed between two or more accounts the fee remission should be distributed in that same proportion.

Since grants and contracts begin and end at various times during the semester, schools are urged to break the charge into five equal installments and match each with a salary payment as the semester progresses. No advance billing to a grant at the beginning of the semester, with the assumption that the salary will remain status quo for the entire period, will be allowed. The grant could end or the person's responsibilities could change during the semester. If a grant terminates before the end of a semester, only a proportionate share of the fee remission should be charged to the project.

Financial Management Support is currently working on a billing system to accomplish the billings to individual projects. More information will be available at a later time on how the billing process will work.