Graduate Assistant Tuition Waivers

This section explains the processes by which a user creates a graduate assistant tuition waiver. Graduate assistant tuition waivers are processed in PSB (Position System/Budget). MGAC (Menu of Graduate Assistant Commands) allows a user to see all the functions and lists associated with GA tuition waivers.

Graduate Assistant Tuition Waivers can be entered on or after the following dates:

Fall Term
  • August 1
  • Spring Term
  • December 1
  • Summer Term
  • May 1
  • The term dates are as follows:

    Fall Term
  • 8/16-12/31
  • Spring Term
  • 1/01-5/15
  • Summer Term
  • 5/16-8/15

  • How to Create a GA Tuition Waiver for Fall and Spring

    GATW (Graduate Assistant Tuition Waiver) provides the facility for viewing and creating graduate assistant tuition waivers by term. This function can also be used to create an out of state tuition waiver by term. Only one GA tuition waiver is allowed for an employee and term.

    Step by Step Process (Fall and Spring)

    1. Input GATW in the Command field; tab to the Action field and type "A" (add). Press Enter.
    2. The Date must be within the term dates(see above) in order for the correct term to display.
    3. Input the employee's id (or use the PF1 help) in the Emp ID field. The graduate assistant must be appointed in a graduate assistant position. Press Enter.
    4. Input the department for which the Graduate Assistant works. This will probably be the same as the BU on the position record.
    5. The Full Tuition Waiver field is where you indicate if all of the tuition is to be paid for the graduate assistant. The Out of State Tuition Waiver is where you indicate that only the non-resident portion of the graduate student's tuition is to be waived (usually for less than 50% appointed GA's). The Hours tuition waiver limited to field is where you can limit the number of hours that the tuition waiver will pay.
    6. Input the type of work that the graduate assistant will be performing. You can select more than one box, if appropriate.
    7. TSE/Speak Score and Date Taken need to be filled out for an international graduate assistant.
    8. Tuition centrally funded field is for graduate assistants whose tuition is centrally funded. (This field does not apply to out of state tuition waivers.) Each BU is assigned a number of graduate assistants whose tuition is paid centrally. The system reduces the number available for use when selected.
    9. If the tuition waiver is not centrally funded, input the cost center distribution and percentage in the CCC field. Up to five cost centers may be used by pressing PF9 (WDIST).
    10. The Note field is optional.
    11. The salary distribution can be displayed by pressing PF6 (SDist).
    12. Press PF10 to save and submit the GA tuition waiver for approval. For centrally funded GA tuition waivers, the number available is reduced.

    How to Create a GA Tuition Waiver for Summer

    GATW (Graduate Assistant Tuition Waiver) is also used to create and view graduate assistant tuition waivers for summer. Only one GA tuition waiver is allowed for an employee and term. Note: you must process your summer teaching and/or summer research records before creating your summer GA tuition waivers (unless the GA is in a 12-month position). The system verifies that the SUMT or XPAY has been approved before allowing you to process a waiver for summer.

    Processing changes for Summer GA Tuition Waivers:

    Since only one GA tuition waiver for the summer is allowed, any adjustments to the original tuition waiver are manual. If you need to increase or decrease the number of hours for which a GA is eligible because of an increase or decrease in teaching hours or days worked or termination of a 12-month GA, please contact Paula Lasner so she can process a manual tuition waiver to be applied or reversed on the student's account.

    Guidelines for summer GA Tuition Waivers:

    If the GA is teaching at least one hour, they are eligible for up to 6 hours on the tuition waiver. If the GA is teaching at least 6 hours, they are eligible for up to 9 hours on the tuition waiver.

    If the GA is working at least 30 days doing research in one half of the summer, they are eligible for up to 4 hours on the tuition waiver. If the GA is working at least 30 days doing research in each half of the summer, they are eligible for up to 9 hours on the tuition waiver.

    If the GA is in a 12-month position, they are eligible for up to 9 hours on the tuition waiver. If the GA has a future dated termination, then they are eligible for up to 4 hours on the tuition waiver.

    Step by Step Process (Summer)

    1. Input GATW in the Command field; tab to the Action field and type "A" (add). Press Enter.
    2. The Date must be within the term dates (see above) in order for the correct term to display.
    3. Input the employee's id (or use the PF1 help) in the Emp ID field. The graduate assistant must be appointed in a graduate assistant position. Press Enter.
    4. Input the department for which the Graduate Assistant works. This will probably be the same as the BU on the position record.
    5. The Out of State Tuition Waiver is where you indicate that only the non-resident portion of the graduate student's tuition is to be waived (usually for less than 50% appointed GA's). The Hours tuition waiver limited to field is where you can limit the number of hours that the tuition waiver will pay. Note: this field is required for summer GA tuition waivers.
    6. Input the type of work that the graduate assistant will be performing. You can select more than one box, if appropriate.
    7. TSE/Speak Score and Date Taken need to be filled out for an international graduate assistant.
    8. Tuition centrally funded field is for graduate assistants whose tuition is centrally funded. (This field does not apply to out of state tuition waivers.) Each BU is assigned a number of graduate assistants whose tuition is paid centrally. The system reduces the number available for use when selected.
    9. If the tuition waiver is not centrally funded, input the cost center distribution and percentage in the CCC field. Up to five cost centers may be used by pressing PF9 (WDist).
    10. The Note field is optional.
    11. The salary distribution can be displayed by pressing PF6 (SDist).
    12. Press PF13 (shift key + PF1 key) to access a Summer Employment Information window that displays the number of teaching hours, if applicable; summer research days per summer half, if applicable; and the maximum waiver hours allowed.
    13. Press PF10 to save and submit the GA tuition waiver for approval. For centrally funded GA tuition waivers, the number available is reduced.

    How to Find GA Tuition Waivers

    There are several list functions available in PSB to find GA tuition waivers.

  • LTWE - List Tuition Waivers for an Employee
  • LTWT - List Tuition Waivers for a Term
  • LTWB - List Tuition Waivers for a BU & Term
  • LWTE - List tuition Waiver Txns for an Employee
  • Using LTWE to Find a GA Waiver

    LTWE (List Tuition Waivers for an Employee) displays GA waivers for an employee. The list also displays the term, PSB BU, 9/12, employee percentage, working department, type of work performed, whether centrally funded or not (blank indicates that it is an out of state tuition waiver), and the number of hours, if waiver was limited to a specified number of hours.

    Using LTWT to Find a GA Waiver

    LTWT (List Tuition Waivers for a Term) displays GA waivers for a term starting from a name (optional). The list also displays the employee name, PSB BU, 9/12, employee percentage, working department, type of work performed, whether centrally funded or not (blank indicates that it is an out of state tuition waiver), and the number of hours, if waiver was limited to a specified number of hours.

    Using LTWB to Find a GA Waiver

    LTWB (List Tuition Waivers for a BU & Term) displays GA Waivers for a BU and term. The list also displays the employee name, 9/12, employee percentage, working department, type of work performed, whether centrally funded or not (blank indicates that it is an out of state tuition waiver), and the number of hours, if waiver was limited to a specified number of hours.

    Using LWTE to Find a GA Waiver Transaction

    LWTE (List tuition Waiver Txns for an Employee) displays GA waiver transactions for an employee from the latest to earliest terms. The list also displays the PSB BU, 9/12, employee percentage, working department, type of work performed, whether centrally funded or not (blank indicates that it is an out of state tuition waiver), requested by, transaction status, and status date.


    How to Find Number of Centrally Funded GA Tuition Waivers

    There are several list functions available in PSB to find centrally funded GA tuition waivers.

  • LWPT - List tuition Waiver Pools for a Term
  • LWPB - List tuition Waiver Pools for a BU
  • Using LWPT to Find number of centrally funded GA Waivers

    LWPT (List tuition Waiver Pools for a Term) displays the number of centrally funded waivers allocated and used for a term by BU.

    Using LWPB to Find number of centrally funded GA Waivers

    LWPB (List tuition Waiver Pools for a BU) displays the number of centrally funded waivers allocated and used for BU by term.


    How to Find any GA Waivers that haven't been processed

    LGAB (List GA's for a BU and date (term)) displays all GA positions for a BU. The T/W indicates whether a tuition waiver has been processed or not.



    Please contact Jennifer Carey at 575-6134 with the BASIS team with any questions.