Welcome Form 90, Fellowship Insurance, and SPS Fellowship Award Process

1
Welcome Form 90, Fellowship Insurance, and
SPS Fellowship Award Process
2
Form 90 First Contacts

• Email to fellowships_at_purdue.edu
• Graduate School Fellowships
• Christal Musser (42598)
• Ted Daniels (47056)
• Other Fellowships
• Christal Musser (42598)
• Margaret Andrzejewski (44856)
• Rowena McMasters (41071)

3
Fellowship Insurance First Contacts

• PUSH
• Patty Blackburn (63998)
• Angela Kepner (63998)
• Joyce Roosz
• Graduate School
• Ashlee Robertson (41558)
• Christal Musser (42598)

4

• Academic Office Business Office

Graduate School/ Sponsored Program Services
5
Form 90 Training Objectives

• Form 90 Completion
• Adding the supplement account number
• Cancelling Form 90s
• Fellowship Insurance
• Supplement Payment Process
• Important Information and Dates
• SPS Fellowship Award Process

6
DUE DATE for GS Form 90

• June 5, 2009
• to the
• Graduate School Fellowship Office
• New Form 90 is located at the below address
• http//www.gradschool.purdue.edu/faculty/fellowshi
  presources/ (Forms approved by the due date will
  be submitted to the Bursar Office before fees are
  billed to students.)

7
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)

8
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

9
Fellowship Administered as an Assistantship
Fee Remit goes under Assistantship
10
Fellowship with additional appt.
Fee Remit goes under Fellowship
11
Form 90 Section D

• Supplement Yes or No?
• - Add the Supplement Account number in Section E.
• Insurance Mark the appropriate box
• 935.00 is the Insurance Supplement rate
• If insurance is not provided by the sponsor
  department or school is responsible.

12
Form 90 Box D, continued

• Stipend Calculations
• Manually enter total sponsor stipend
• Supplement line is populated from D 1
• Fringe benefits line calculates on its own if
• it is marked as an assistantship on D2
• 4. Insurance populates from D 2

13
Form 90 Box D, continued
Form 90 Box D, continued

• Total annual stipend automatically calculates
• Total benefits and insurance automatically
• calculates
• Manually enter total months paid
• Tab through to calculate Total Monthly Stipend
  to finish Box D
• Partial Year Calculations
• Use remaining stipend amount and remaining months

14
Form 90 Section E

• Account set-up information
• Enter Sponsor, Fellowship Start and End Date
  (effective period), and PIs full name.
• Enter Existing account number for revisions only
• Enter Supplement account number, if applicable
• Total SPS award automatically populates from Box
  D
• Special Instructions

15
Form 90 Section F

• Approvals indicated by appropriate
  signaturesPlease include a phone number
• Always route Form 90s to Christal Musser in the
  Graduate School Fellowship Office
• Please allow 5 days for processing

16
Fellowship Cancellations

• Copy of Form 90 if student never attended/never
  paid
• Write Cancel in white area below special
  instructions
• Use the Special Instructions section to explain
  the cancellation

17
Fellowship Cancellations

• Revised Form 90 if student attended and was paid
  and is being terminated from the fellowship.
• Recalculate the stipend for the months the
  student was paid
• Use the Special Instructions section to explain
  the cancellation

18
Insurance Supplement Payment Process

• Total Premium 1247
• Purdue Supplement 935
• Student 312
• Fall Semester payment due September 8th
• Spring/Summer payment due January 14th

19
Insurance Supplement Payment Process

• Annual Supplement amount 935
• Paid in August and December stipend check
• August Payment is August 6 thru December
• 5/12 389.58
• December Payment is January thru August 5, 2010
• 7/12 545.42

20
Insurance Supplement Payment Process
Example 15,750 fellowship for 12 months plus
935 insurance. Insurance paid in Aug (5mos) and
Dec (7 mos).

• FA Form Example

21
FA Form for Non Pays

• Process FA Form for all fellows with a Form 90

22
Reference Material

• Graduate School Fellowship Resource Webpage
• http//www.gradschool.purdue.edu/faculty/fellowsh
  ipresources/
• 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

23

• Questions or Comments

24
Important Insurance Information for Graduate
Fellowship Recipients 2009-261-3
25
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 8th, 2009.

26

• 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 fellows responsibility is 312.00/year.
• After verification of fellowship insurance
  eligibility, payment may be made by MasterCard,
  Visa, Discover, or money order.

27

• The policy year ends
• 08/05/2010.
• Coverage can not continue past the policy year
  end date. Any renewal or continuation would be
  based on the next years policys rates and
  regulations.

28

• 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.

29

• It is the students 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.

30
International Students

• Health insurance for international students is
  mandatory. Purchase of the Purdue University
  Health Insurance Plan is required for all
  international students.
• If a student chooses not to purchase the
  Universitys Fellowship Insurance plan, a waiver
  form must be completed. Very limited waivers may
  be approved. Please see the PUSH website for
  more information
  www.purdue.edu/push

31
WAIVER Deadline

• International Students must purchase the
  University insurance plan or submit and receive
  waiver approval no later than September 8, 2009.
  
• Failure to do so will cause loss of the waiver
  option and/or a possible 200 late fee to
  complete enrollment.

32
Vision Coverage

• An enrollment form for vision
• coverage is available in your
• insurance packet or in the
• Student Insurance office.
• Cost is 10.00/year.

33

• Further vision benefits information is available
  at www.vsp.com.
• Questions concerning coverage and claims are
  handled through the Staff Benefits Office at
  Frehafer.

34
Dental Coverage

• Dental insurance is available for purchase by
  fellowship students. More information is
  available at
• www.purdue.edu/hr/Benefits

35
Questions?
36
Fellowship Award Process (April
30, 2009)
37
Fellowships

• The University defines a fellowship as a free
  grant given to the University for the support of
  a graduate student in his or her study and/or
  research.
• Fellows are not Purdue graduate staff, and
  payments made to them are not recorded as wages.
  Instead they receive a stipend. Federal
  fellowships, Graduate School fellowships, and a
  few institutional commitments also receive a
  Graduate Tuition Scholarship (GTS).

38
Fellowships

• Graduate School fellowships are the only awards
  that may be administered as either fellowships or
  assistantships. Funding is internal to Purdue
  and we direct the use of funds.
• External fellowships or endowed fellowships (that
  specify fellowship) can not be administered as
  assistantships.

39
Fellowships

• A new Internal Order/Sponsored Program (IO/SP )
  will need to be created for each new fellow that
  will be receiving an award.
• The same IO/SP can be used for an additional year
  fellowship for the same student on the same
  award.

40
Fellowships

• If the Form 90 needs to be processed for payroll
  and the department has not received notification
  from SPS that this years funds has been awarded,
  contact the fellowship account manager in
  Sponsored Program Services (SPS) to discuss an
  NTP (Notice to Proceed)
• If the department receives the award directly
  from the sponsor/donor, forward the award to the
  Fellowship Account Manager in SPS.

41
Fellowships

• If the award has not arrived, the department is
  sure that the award is coming, and the Fellowship
  Account Manager cannot confirm with the sponsor,
  the department should complete a departmental NTP
  request and forward the completed NTP to the
  Fellowship Account Manager.
• QUESTIONS?

42
Fellowship Categories

• Federal Fellowships Proposals have been
  submitted
• Non Federal Fellowships where a student is named
  in the award due to changes in COEUS this
  procedure is currently being updated
• Non Federal Gift of a Fellowship where no student
  has been named. This is considered Graduate Aide
  and should follow the Graduate Aide Procedure.
• A separate presentation will be made in each of
  the clusters on how these fellowships need to be
  processed.

43
Form 90 Processing in SPS

• Sent to SPS from the Grad School Fellowship
  Office
• Logged in by SPS Mail Clerk
• Sent to the Fellowship Account Manager for
  review of the document.
• Reviewed for adequate funding by the appropriate
  account manager/clerk of the grant

44
Form 90 Processing in SPS

• Signed by the Fellowship Account Manager
• Returned to SPS Mail Clerk, who sends the
  original back to the Grad School Fellowship
  Office and emails copies of the Form 90 to
• Bursar Office
• Business Office
• Fellowship Account Manager
• The financial aide scholarship office receives a
  hard copy of the form 90 by mail

45
QUESTIONS?