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titleReporting

To view tuition remission on a given project or financial unit, use the Transaction Details report on bah.ucsd.edu, filter by your default project number, and expenditure type 508108Expenditure Category and Type - Tuition/Fee Remission. 

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Expenditure Types

GSR appointments:

  • 508108 - Tuition/Fee Remission - CSE
  • 508108 - Tuition/Fee Remission - ECE
  • 508108 - Tuition/Fee Remission - GEN
  • 508108 - Tuition/Fee Remission - MAE
  • 508108 - Tuition/Fee Remission - PHYS
  • 508108 - Tuition/Fee Remission - SE
  • 508108 - Tuition/Fee Remission - SIO

IA appointments:

  • 508108 - Tuition/Fee Remission - IA TF 
  • 508108 - Tuition/Fee Remission - IA NR (Non-Resident Tuition Remission)

Reading the report

  • "Original Transaction Reference" - This field contains the student's Employee ID
  • "Expenditure Comments" - This field contains the student's name
  • "Expenditure Item Date" - This corresponds to the last day of the month associated with the payroll for GSR's, and the commitment date of Tuition and Fee's for ASE's
    • Generally, the ASE Expenditure Item Date will be in August for Fall, November for Winter, and February for Spring. 

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titleUnprocessed Transactions Posting to Default Project

To better align with similar business functions across campus (e.g., payroll, student financial support), unprocessed transactions generated by GSR* tuition remission costs will now be pushed to the financial unit’s default project on a monthly basis (*IAs will post on a quarterly basis). 

There are four main reasons why these costs post to the default project:

  1. The transaction date is outside of the project end date
  2. The transaction date is outside of the task end date
  3. The transaction date is outside of the award budget date 
  4. The project is no longer active

To view tuition remission on your default project, use the Project Balances with Expenditure Transaction Details report on bah.ucsd.edu, filter by your default project number, and expenditure type 508108. 

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titleSteps to Take

Tuition Remission follows gross payroll funding entries. To know what project/task or position is causing the unprocessed cost to be pushed to the default, go to UCPath and view the original GSR or IA appointment that is causing the error. If the project/task end dates associated with that appointment have passed, most likely a DR (direct retro - see job aid here) is needed to move the appointment off that fund source and onto a fund source that is still active. Once the DR is completed and approved, the remission will follow and post to the updated funding source by the monthly ledger close. 

You may also review this google sheet which contains a snapshot of the unprocessed costs before they were pushed to the default.

If the unprocessed cost on the default project is related to FY21 or FY22 and cannot be corrected via a DR due to a closed project, a cost transfer may be processed, by exception** for only these affected transactions, and posted to an alternate funding source that is aligned with the related salary. Since remission is a benefit of employment and should not be separated from payroll, please ensure that appropriate documentation is retained explaining why the Cost Transfer was done. 

If the Project/task had a mid-month end date due to the award ending, please submit a ticket to request an update to the Expenditure Item Date to be prior to the project end date. Note that this modification can only be done if the payroll end date for the position was within the project dates.

  1. Submit a ticket via support.ucsd.edu 
  2. About: Financial Accounting
  3. Related to: Graduate Student Financial Administration
  4. More Specifically: Graduate Tuition & Fee Remission Accounting

  5. Include in the comments: Employee ID, Expenditure Item Dateand documentation showing that the salary earnings date correspond to the project dates.

If the transaction posted to the default project is a credit affiliated with a closed sponsored project, please work directly with the SPF accountant assigned to the original award to return the balance to the sponsor.

If the transaction posted to the default project is a debit affiliated with a closed sponsored project, please work with your department MSO/DBO or your School/Dean’s Office to identify an appropriate discretionary funding source.


Warning
titleCost Transfers Are Not Recommended for Tuition Remission

**Generally, Cost Transfers SHOULD NOT be performed on remission as it follows the salary fund source as entered (or adjusted by DR) in UCPath. The exceptional instance above, resulting from UCP/OFC cutover and stabilization issues, is the only time a Cost Transfer is recommended as the appropriate correction. 

Note: If an external sponsor does not allow tuition remission, please work directly with the assigned SPF award accountant to ensure transaction controls are set appropriately per the terms of the award.





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