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Hot topics and frequently asked questions

1) FY09 142 Formula Grants Numbering System

Please be aware that for FY09, 142 Formula Grants will no longer use the current rotating numbering system that has been in place previously. FY09 new and continuing projects will now have a PRJxxxx project number. Please do not process any documents that will be effective after September 30, 2008, until you receive your project number(s). We are aware that many of you submit documents well in advance of October 1 for the new fiscal year. However, with the new grants system, we will be required to complete a number of processes to establish the new PRJxxxx numbers. Thank you for your patience while we work through these processes.

2) FY08 142 Formula Grants in WISDM

Please be aware that as you reconcile your FY08 142 projects in WISDM, you will need to select “September 2007” through the current month for an accurate display of the awarded budget and expenses.

3) Jennifer Pang is the CALS-Research Division/Wisconsin Agricultural Experiment Station’s (WAES) new accountant.
Jennifer Pang has been hired as an accountant in the CALS-Research Division/WAES. Jennifer will initially focus on 142 Formula Grants (Hatch, Hatch Multistate, McIntire-Stennis, and Animal Health). Please contact Jennifer at jpang@cals.wisc.edu or 608-890-2249 for assistance with 142 account issues.

4) Hatch FY10 Call for Proposals

• Hatch (including interdisciplinary and multistate)/McIntire-Stennis/Animal Health projects
• Funding period: FY10 begins – October 1, 2009
• Submission deadline: Friday, September 12, 2008 by 4:30pm
• Proposals must be submitted via the WISPER system.
o Proposals must have all approvals (Chair/Administrator/Co-PIs) for the proposal to be accepted.
o Attachments to the WISPER record must include the budget worksheets and the full proposal.
o Document type selected must be “Hatch”.
o Proposals must be routed to Angela Seitler and an approval request must be sent to Casey Hillmer.
• The entire Call for Proposals can be accessed on the Research Division’s website:
http://www.cals.wisc.edu/research/WAES/Hatch/

5) Changes in Grants.gov Forms

Grants.gov is transitioning away from the PureEdge proprietary forms to an Adobe based form set. The content of the forms remains the same – only the platform changes. Because of this, the future of the PureEdge software is not known at this time. If you submitted an application using PureEdge you may want to archive that application either as a hard copy or as a pdf. Please keep in mind that the PRINT function in PureEdge will not give you a clean copy of your application. You must open each page and print them individually.

Contact Meredith Luschen at 261-1500 or mluschen@cals.wisc.edu if you have any questions. You can also visit RSP’s website for more details.
http://www.rsp.wisc.edu/preaward/gg/adobe.html


6) Best Practices: Calculating Tuition Remission

In January 2007, a campus-wide policy went into effect that set the rate for tuition remission at $8,000 per year for all Project Assistant (PA) and Research Assistant (RA) appointments. See http://www.rsp.wisc.edu/policies/tuitionremission.html and http://www.bussvc.wisc.edu/bursar/remis2.html for detailed policy information. Under the new policy, questions often arise with regard to how tuition remission is allocated in situations where an RA or PA is appointed on more than one project, or how tuition remission is affected when a salary transfer is processed. As a general rule, tuition remission is allocated in proportion to a student’s appointment on a project.

The Facts:
• Tuition remission for a semester is $4000 (half of $8,000 because there are two semesters per year). Tuition remission is not charged for summer sessions*. Each semester is 4 ½ months, so tuition remission breaks down to $888.89 for each full month and $444.44 for the half month. (*you may notice tuition remission charges appearing on a project during the summer months if a salary transfer or appointment change is processed, but in general question any tuition remission charges during the summer months)
• The allocation of tuition remission is cumulative across the semester, even though a set amount is being charged monthly. Because of this, it’s possible to transfer one month of salary to another project, yet see the tuition remission charge for that month reduced by more or less than the charge that originally posted. The amount of tuition remission that moves depends on other aspects of the student’s appointment (i.e. how many other projects are they payrolled on and at what appointment percent).
• Tuition remission is tied to salary. It cannot be transferred by itself unless it is unallowable on a project. If salary is being transferred, tuition remission is also transferred.

The Math:
• To calculate the tuition remission, you first need to know what the student’s total salary for the semester will be. For fall semester this will be the total salary paid for September through the first half of January, and for spring semester it will be the total salary for the second half of January through May. Next determine how much of the total salary for the semester will be paid on each project to which the student is appointed. Then, for each project, divide the student’s salary on that project by the total semester salary. This amount (convert to) is the percentage of tuition remission that should be applied to a particular project. To figure the dollar amount take the percentage times $4000.

Example:
Jane Smith was payrolled on projects B and C for the spring semester. Jane’s total semester salary was $6,930. She was paid $3,465 on each project, which is 50% of her total semester pay, so tuition remission was charged to each project at 50% of $4,000, or $2,000 per project. The department wants to move $400 of her March salary off project B to departmental 101-4 funds. To calculate the tuition remission that should be allocated to projects B and C after the transfer is processed:

Total salary = 6,930
Project B salary = 3,465 – 400 = 3,065
Project C salary = 3,465

% of salary on Project B = (3,065/6,930) = .4423 = 44.23%
% of salary on Project C = (3,465/6,930) = .5 = 50%
% of salary on 101-4 = (400/6930) = .0577 = 5.77%

Tuition remission on Project B = 44.23% (4,000) = $1,769.20
Tuition remission on Project C = 50% (4,000) = $2,000
Tuition remission on 101-4 = 5.77% (4,000) = $230.80

The above numbers reflect how tuition remission should be charged based on salary for the semester. Since Project B was already charged $2,000, tuition remission on this project will be reduced by $230.80 when the salary transfer is processed.

WISDM also has a great Tuition Remission Search tool that provides a clear detail of salary and tuition remission charges by student, project, and semester. To access the tool, go to Main Menu>Appointments>Tuition Remission Search.

For questions regarding tuition remission, please contact Sandy Fowler at sfowler@cals.wisc.edu or 262-3947.

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