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5 Financial Processing

5.1 Fellowship Payments

5.1.1 Fellowship Payment

Students must be registered fulltime (9 hours each fall and spring, any combination totaling 6 hours for summer) to receive their stipends. Stipend and tuition and fee payments are posted to the student’s account via Compass. Financial Aid provides the deadlines for posting fall and spring funds. The amounts are based on the payment options (9- or 12- month disbursement) departments select on their financial commitment forms. Departments approved to give a scholarship (instead of an assistantship) to Dr. Dionel Avilés ’53 and Dr. James Johnson ’67 Fellowship students are responsible for providing a payment for health insurance from the graduate student health plan each year for the duration of the fellowship.

5.1.2 NSF GRFP Fellowship and Other National Fellowship Payments

Stipend and scholarship payments are posted to the student’s account via Compass. Tuition payments are posted to the TWAPMTS report in Compass. The Compass system can adjust payment if necessary if students add classes.

Upon tenure notice from NSF, the Graduate and Professional School posts $14,166.66 for fall and $11,333.34 for spring and $8,500 for summer. This will post as a fellowship so that the students will receive a stipend of approximately $2,833.33 at the end of each month for the following month.

5.2 Payment of Tuition and University Required Fees for Graduate Assistants

Resident Tuition and Required Fee Payment Guidelines:

Effective FY21 (fall 2020), resident tuition and required fees will be paid for PhD students in Graduate Assistant Teaching (GAT), Graduate Assistant Lecturer (GAL), and Graduate Assistant Research (GAR) titles. This mandate applies for all Texas A&M University and Texas A&M University at Galveston PhD students employed in these positions sourced from any account or award of Texas A&M University or Texas A&M agency.
- Resident tuition and required university and college fees will be paid at least through the 5th year of study for PhD students admitted without a master’s degree and initial PhD enrollment in fall 2016 forward.
- Resident tuition and required university and college fees will be paid at least through the 4th year of study for PhD students admitted with a master’s degree and initial PhD enrollment in fall 2017 forward.
- Payment of resident tuition and required fees for PhD graduate assistants employed in different positions than those listed above will be determined on a student by student basis by the employer. This includes PhD Graduate Assistant Non-Teaching (GANT) positions.
Payment of resident tuition and/or required fees for master’s students employed as a graduate assistant will be at the discretion of the employing department or faculty member.
The tuition and fee payment guidelines do not change any processes related to or eligibility for non-resident tuition waivers on the basis of receiving a competitive scholarship of $1,000 or more, or employment as a graduate assistant in an eligible title code.
Students receiving fellowships (from either the University or outside sources) should check with the fellowship program or the Graduate and Professional School to determine if they are eligible for the tuition and fee payment program.

5.3 Standard Operating Procedure (SOP) for Assistantship Non-Resident Tuition Waivers for Graduate Students

Graduate assistants qualify for an Assistantship Non-Resident Tuition Waiver that allows payment of tuition at the in-state rate. The purpose of the following Standard Operating Procedure (SOP) for Assistantship Non-Resident Tuition Waivers is to establish consistent policies and procedures across Texas A&M University for the awarding and processing of Assistantship Non-Resident Tuition Waivers.

Texas A&M University Established 99-Hour Cap on Doctoral Degrees

In Texas, public colleges and universities are funded by the state according to the number of students enrolled. In accordance with legislation passed by the Texas Legislature, the number of hours for which state universities may receive subvention funding at the doctoral rate for any individual is limited to 99 hours. Texas A&M University and other universities will not receive subvention for hours in excess of the limit.
Institutions of higher education may charge the equivalent of nonresident tuition to a resident doctoral student who has enrolled in 100 or more semester credit hours of doctoral coursework.
A doctoral student at Texas A&M has seven (7) years to complete his/her degree before being charged out-of-state tuition. A doctoral student who, after seven years of study, has accumulated 100 or more doctoral hours will be charged tuition at a rate equivalent to out-of-state tuition. Please note that the tuition increases will apply to Texas residents as well as students from other states and countries who currently are charged tuition at the resident rate. This includes those doctoral students who hold GAT, GANT, GAL, and GAR appointments of 20 or more hours and recipients of competitive fellowships who receive more than $1,000 per semester. Doctoral students who, after seven years of study, have not accumulated 100 hours are eligible to pay in-state tuition if otherwise eligible.
For count purposes, a year is counted as three (3) semesters, normally fall, spring and summer. Using this system, a student is allowed 21 semesters as a G8 student to complete the doctoral degree before being penalized with the higher tuition rate. Any semester in which a G8 student is enrolled for a doctoral level course is counted.
Exceptions to the above: Doctoral students in programs that have been granted programmatic exemptions to the “Doctoral Hour Cap” will be granted a one-year extension beyond the time limits stated above. Further extensions for doctoral graduate assistants in these programs will be reviewed case-by-case. The following majors are exempt from the 99-Hour Cap on Doctoral Degrees:

Biomedical Sciences
Biochemistry
Microbiology
Genetics and Genomics
Toxicology
Nutrition Sciences
Community Clinical Psychology
School Psychology
Veterinary Pathobiology
Clinical Psychology
Counseling Psychology
Medical Sciences
Health Services Research
Health Promotion and Community Health Sciences
Epidemiology and Environmental Health
Oral Biology and Craniofacial Biomedical Sciences

Procedure

Academic Departments

All Assistantship Non-Resident Tuition Waivers for eligible graduate students employed in academic units should be approved and entered into TWAPMTS by the employing academic unit before the 12th class day in the regular fall/spring semester and the 4th class day of the summer semester. For waivers that need to be entered after the 12th class day in the regular fall/spring semester and the 4th class day of the summer semester please refer to the subsection below on “Late Assistantship Non-Resident Tuition Waivers”. Assistantship Non-Resident Tuition Waivers should not be entered into TWAPMTS by an academic department if the student is not employed by that department.

Non-Academic Departments

All Assistantship Non-Resident Tuition Waivers for eligible graduate students employed in non-academic units will be approved and entered into TWAPMTS by the Graduate and Professional School. Tuition waiver request forms must be submitted to the Graduate and Professional School before the 12th class day of the regular fall/spring semester and the 4th class day of the summer semester.

Health Science Center Units

All Assistantship Non-Resident Tuition Waivers for eligible graduate students employed in Health Science Center units but enrolled in College Station or Galveston courses must be sent to the Graduate and Professional School for approval and will be entered into TWAPMTS by Student Business Services. Tuition waiver request forms must be submitted to the Graduate and Professional School before the 12th class day of the regular fall/spring semester and the 4th class day of the summer semester.

Spouse and Dependents of Graduate Assistants

Spouses and dependents of eligible graduate assistants also qualify for resident tuition. Assistantship Non-Resident Tuition Waivers for spouses and dependents of eligible graduate students employed by academic units will be approved and entered into TWAPMTS by the academic units. Assistantship Non-Resident Tuition Waivers for spouses and dependents of eligible graduate students employed by non-academic units will be approved and entered into TWAPMTS by the Graduate and Professional School. The Spouse Waiver form along with legal proof of marriage/dependency must be submitted to the Graduate and Professional School before the 12th class day of the regular fall/spring semester and the 4th class day of the summer semester. Assistantship Non-Resident Tuition Waivers for spouses and dependents for eligible graduate students employed at other institution should be submitted to Student Business Services directly.

Late Assistantship Non-Resident Tuition Waivers

All Assistantship Non-Resident Tuition Waivers requested after TWAPMTS closes must be submitted to the Graduate and Professional School for approval. The Non-Resident Tuition Waiver request form, the Electronic Payroll Action documents, and a memo from the employing department stating the reason the waiver is being submitted late. Also include an outline of the department/unit procedures to prevent late waivers in the future.

Academic Eligibility

Full-time registration. Must be enrolled in 9* credit hours in the fall and spring semester.
See Chart 1 in section 5.3.2 for summer semester hour requirements.
Student must meet residency status requirements as a non-resident or international student who is not being charged for excess credit hours.
Student must be making satisfactory academic progress as per the policies outlined by Scholarships and Financial Aid

*Students employed in the GAL title only need to register for 1 credit hour and be employed at 50% effort in any semester to be eligible for the non-resident tuition waiver. Students in the Advanced Dental Education programs may be considered full-time with fewer hours per Student Rule 1.8.1.

Employment Eligibility

Texas Education Code 54.212

Sec. 54.212. TEACHING OR RESEARCH ASSISTANT

A teaching assistant or research assistant of any institution of higher education and the spouse and children of such a teaching assistant or research assistant are entitled to register in a state institution of higher education by paying the tuition fees and other fees or charges required for Texas residents under Section 54.051 of this code, without regard to the length of time the assistant has resided in Texas, if the assistant is employed at least one-half time in a teaching or research assistant position which relates to the assistant’s degree program under rules and regulations established by the employer institution.

Student or student’s spouse or parent must be hired as a Teaching Assistant, Research Assistant or Graduate Assistant Lecturer.
- Terms used to describe qualifying positions are intended to indicate an academic position, not a position title.
- Volunteer or unpaid work does not constitute employment.
- Student worker positions do not qualify for Assistantship Non-Resident Tuition Waivers.
Student must be working in at least 50% effort (20 hours per week).
Employment must last for the entire semester in which the student is enrolled and actual paid work must commence on or before the official census date for the term (12th class day of the regular fall/spring semester and the 4th class day of the summer semester).

Documentation
The following documents are required when submitting Assistantship Non-Resident Tuition Waiver requests to the Graduate and Professional School:

For Graduate Assistants Employed in Non-Academic Departments or Late Waiver Request for Students Employed in Academic Departments please visit: http://grad.tamu.edu
For Spouse/Dependents of Graduate Assistant please visit: http://grad.tamu.edu

Student Business Services Auditing

After the official census date for the semester, Student Business Services will audit the Assistantship Non-Resident Tuition Waivers using enrollment data and payroll data to verify eligibility.
Student Business Services will work with departments to obtain documentation of eligibility if data in the student system and the payroll system does not show that all requirements have been met.
Student Business Services will remove Assistantship Non-Resident Tuition Waivers for students who have not met all eligibility requirements.
Additional information for the Assistantship Non-Resident Tuition Waiver audit process can be found at sbs.tamu.edu.

5.3.1 Enrollment Issues

A full course waiver does not qualify a student for a tuition waiver – there could also be ISSS (International Student and Scholar Services) issues
Check Compass reports SZAREGS or SGASTDN for residency for tuition – sometimes TX residents turn in waiver in error.

5.3.2 Registration Requirements Graduate Assistantships

Graduate Students employed in a Graduate Assistant Teaching, Graduate Assistant Research or Graduate Assistant Non-Teaching title must be registered full-time which is equivalent to a minimum of 9 semester credit hours in fall and 9 semester credit hours in spring terms. Graduate Students employed in a Graduate Assistant Lecturer title must be registered a minimum of 1 semester credit hour in fall and 1 semester credit hour in spring terms.

Summer registration fulfillment may be achieved in any of the sessions as noted below.

Registration Fulfillment Options

Summer Session I
Summer Session II
10-Week Only
Summer Session I and II
10-Week, Summer Session I, and Summer Session II
Summer Session I and 10-Week
Summer Session II and 10-Week

The table below defines the minimum number of registered hours required, as determined by the summer enrollment session and the associated GA position title.

Graduate Assistant Title	Summer Employment Session	Minimum
Graduate Assistant Lecturer [GAL]	Employed ANY portion of the summer semester	1
Graduate Assistant Teaching [GAT]	Employed ONLY Summer Session I or II	3
Graduate Assistant Teaching [GAT]	Employed (Summer I AND II) or (10-week session)	6
Graduate Assistant Research [GAR]	Employed ANY portion of the summer semester	6
Graduate Assistant Non-Teaching [GANT]	Employed ANY portion of the summer semester	6

5.3.3 Maximum Allowed Graduate Assistant Work Hours Per Term

Students that hold positions of Graduate Assistant Teaching (GAT), Graduate Assistant Non-Teaching (GANT), Graduate Assistant Research (GAR), and Graduate Assistant Lecturer (GAL) are normally required to work 20 hours per week (50% FTE). * The information in items 2, 3, and 4 outlines allowed work hours per term. Visit the graduate assistant registration requirements page for additional requirements regarding minimum enrolled semester credit hours.
Maximum Additional Hours During Fall and Spring when Classes are in Session: Students employed in GAT, GANT, GAR, and GAL positions are not allowed to work beyond 20 hours (50% FTE) without the approval of the Graduate and Professional School. This also applies to processing one-time payments for graduate assistants.
- Domestic: Domestic students may request approval to work up to 9 additional hours per week (72.5% FTE) beyond the assistantship in Fall or Spring in all combined jobs.
  - If in a graduate assistant position and working more than 20 hours a week, an add job form must be submittedfor approval. See section #5 below.
- International: International students may not exceed 20 hours per week (50% FTE) in Fall or Spring in all combined jobs and in accordance with the Department of Homeland Security Regulation 8 C.F.R. §214, paragraph (f)(9)(i).
Maximum Additional Hours During Summer Session:
- Domestic: Domestic students may work up to 40 hours (full-time) in all combined jobs.
  - If in a graduate assistant position and working more than 20 hours a week, a add job form must be submitted for approval. See section #5 below.
- International: International students may work up to 40 hours (full-time) in all combined jobs
  - If in a graduate assistant position and working more than 20 hours a week, a add job form must be submitted for approval. See section #5 below.
Maximum Additional Hours During Break Periods and When Classes are Not in Session (Thanksgiving, Winter Break, Spring Break, Intercession periods between fall and spring, spring and summer and summer and fall):
- Domestic: Domestic students may work 40 hours (full-time) in all combined jobs.
  - If in a graduate assistant position and working more than 20 hours a week, a add job form must be submitted for approval. See section #5 below.
- International: International students may work 40 hours (full-time) in all combined jobs.
  - If in a graduate assistant position and working more than 20 hours a week, a add job form must be submitted for approval. See section #5 below.
Submitting a Request to Work Additional Hours: Additional jobs can only be submitted for the current semester for registration verification purposes.
- A completed Academic Department Request of Graduate Assistant > 50% Effort form must be attached to the Workday payroll action requesting an increase in % effort or “Start Additional Job” function for a graduate assistant.
- The College of Engineering, AgriLife and Galveston Campus will submit the completed Academic Department Request of Graduate Assistant > 50% Effort form (link requires use of campus internet or TAMU VPN when off campus) and the following additional information:
1. a screenshot of student’s Workday Summary tab
2. a screenshot of the All Jobs-TAMUS tab (under the Workday overview tab) for all current positions. This information is required for verification purposes and the Grad Partner cannot view this information in WorkDay. Contact PITO at sdp.tamu.edu for technical troubleshooting.
One-time Payments: One-time payments are considered additional work. A one-time payment for extra work outside of the scope of an employee’s primary graduate assistant duties (not recurring) is processed in Workday using the Request One-Time Payment business process. Employers must check with the Graduate and Professional School before processing to confirm a one-time payment is appropriate. If approved, the employer will send a Academic Department Request of Graduate Assistant > 50% Effort form to the Graduate and Professional School for approval stamp and attach it to the Workday process.

Graduate Employment Resources

33.99.08.M0.01 Student Employment
31.01.99.M0.02 Supplemental Compensation and Dual Employment
Graduate Student Employment and Benefits
Graduate Assistant Position Requirements/Benefits table

International Students

5.4 Graduate Student Health Insurance

5.4.1 Student Insurance

Students who are not on assistantships are responsible for finding a health plan that is suitable for them.
All students who are on assistantships (at least 50% FTE) are entitled to benefits as a graduate student employee. Texas A&M Human Resources and Organizational Effectiveness (HROE) benefits office can assist the student employee with enrollment in a graduate student employee health plan through the university. Beginning in fall 2020, all Texas A&M University (TAMU-02, HSC-23) new hires may choose one of the following options:

Immediately enroll in a Texas A&M University System sponsored insurance plan on their date; or
Defer enrollment until the first of the month following their hire date; or
Defer enrollment until the first of the month following a 60-day waiting period

Employees must send an email to benefits@tamu.edu (or for relevant A&M health departments) within 5 days of their hire date to request on of the first two enrollment date options. Until the first day of the month following 60 days of employment, employees will have the full cost of premiums deducted from their paycheck on a pre-tax basis, but Texas A&M will provide a reimbursement of the employer contribution, minus applicable taxes.

5.4.2 Avilés ’53 and Dr. James Johnson ’67 Fellowship Students

Students on Avilés-Johnson fellowships who are not eligible for TAMU insurance because of an assistantship appointment of less than 50% effort are eligible to participate in a Texas A&M University System (TAMUS) insurance program as a graduate student fellow. Effective fall 2021, the Graduate and Professional School will reimburse fellows participating in a TAMUS insurance program for medical insurance at an amount equivalent to the cost of the employer contribution for grad students employed at 50% FTE for the same plan type on the A&M Grad Plan. Students must submit receipts and their plan coverage showing payments and expenses to the Graduate and Professional School.
Departments approved to award scholarships (instead of assistantships) to Avilés-Johnson fellows must also provide payment for the student health insurance plan each year.

5.4.3 Dissertation Fellowship Students

Students on Dissertation fellowships are eligible to participate in a TAMUS insurance program as a graduate student fellow. Effective fall 2021, the Graduate and Professional School will reimburse fellows participating in a TAMUS insurance program for medical insurance at an amount equivalent to the cost of the employer contribution for grad students employed at 50% FTE for the same plan type on the A&M Grad Plan. Students must submit receipts and their plan coverage showing payments and expenses to the Graduate and Professional School.

5.4.4 National Science Foundation – Graduate Research Fellowship Program Students

Students on NSF-GRFP fellowships are eligible to participate in a TAMUS insurance program as a graduate student fellow. Effective fall 2021, the Graduate and Professional School will reimburse fellows participating in a TAMUS insurance program for medical insurance at an amount equivalent to the cost of the employer contribution for grad students employed at 50% FTE for the same plan type on the A&M Grad Plan. Students must submit receipts and their plan coverage showing payments expenses to the Graduate and Professional School.

5.5 GRADUATE ASSISTANTSHIP TITLES AND CHECKLIST

There are four types of graduate assistantships (GA) available through the academic departments, colleges, Texas A&M University System (TAMUS) agencies and administrative offices:

Teaching (GAT)
Research (GAR)
Lecturer (GAL)
Non-teaching activities (GANT)

Most of these positions require employment of 20 hours per week. Although individual colleges may have higher requirements, graduate students holding assistantships must meet the GA registration requirements by the census date (see Section 5.3.2). The university does not mandate assistantships be terminated upon failure to maintain enrollment requirements after the census date. However, assistantships may be terminated by the employer upon failure to maintain the minimum enrollment requirement. Students serving in the four aforementioned GA titles are eligible for insurance benefits. Non-resident students may also qualify to pay tuition and fees at the in-state rate. More information can be viewed at the Graduate Student Employment and Benefits section of the Graduate and Professional School website.

Graduate assistant checklist and position requirements below. *NOTE: International Students employed at ANY percentage of graduate student title code GAT or GAL requires English Language Proficiency Certification.

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