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

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

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Fellowship Insurance First Contacts

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

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• Academic Office Business Office

Graduate School/ Sponsored Program Services
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Form 90 Training Objectives

• Form 90 Completion
• Fellowship Insurance
• Supplement Payment Process
• Important Information
• SPS Fellowship Award Process

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DUE DATE for GS Form 90

• June 6, 2008
• to the
• Graduate School Fellowship Office
• New Form 90 web address
• http//www.gradschool.purdue.edu/downloads/facstaf
  f/GSForm90.xls
• (Forms approved by the due date will be
  submitted to the Bursar before fees are billed to
  students.)

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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)

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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

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

• Supplement Yes or No?
• Insurance Mark the appropriate box
• - 935.00 is the new Insurance Supplement rate

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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

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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

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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
• Total SPS award automatically populates from Box
  D
• Special Instructions

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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

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Fellowship Cancellations

• Please submit a Form 90 to cancel fellowships
• Write Cancel across the entire page
• Use the Special Instructions section to explain
  the cancellation

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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

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• Comments from the Departments

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Insurance Supplement Payment Process

• Total Premium 1247
• Purdue Supplement 935
• Student 312
• Fall Semester payment due September 6th
• Spring/Summer payment due January 14th

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Insurance Supplement Payment Process

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

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Insurance Supplement Payment Process

• FA Form Example

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Important Insurance Information for Graduate
Fellowship Recipients 2008-261-3
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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 6th, 2008.

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• 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.

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• The policy year ends
• 08/05/2009.
• 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.

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• 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.

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• 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.

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International Students

• Insurance is required for all international
  students and must begin with the first day of
  classes (8/25- Fall) and coverage must be
  continuous for the duration of academic studies
  at Purdue.
• If a student chooses not to purchase the
  Fellowship Insurance plan, a waiver form must be
  completed by the alternative insurance company
  and the plan must meet all minimum requirements
  as set forth by the US government and Purdue
  University.

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WAIVER Deadline

• International Students must purchase insurance or
  submit and receive waiver approval no later than
  September 6, 2008. Failure to do so will lead to
  cancellation of classes.

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Vision Coverage

• An enrollment form for vision
• coverage is available in
• the Student Insurance office.
• The completed enrollment form and a payment of
  10.00 must be submitted to Staff Benefits in
  Frehafer Hall.

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

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Dental Coverage

• There is no dental option available for
  fellowship students.

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Questions?
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Fellowship Award Process
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You Are Completing a Form 90 Questions to Ask
About Funding

• Do we already have the grant setup and the funds
  are awarded?
• Is this a Continuation Award?
• Is this a New Award?
• Are the funds coming from Internal Funds?

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Learning Objectives by the end of our time
together you should be able to

• Understand and perform correctly the process of
  Grant funding and completing the Form 90.
• Understand the distinctions of a Continuation
  Award from a New Award.
• Understand how to correctly handle Voluntary
  Support.
• Understand what to do and what not to do if a
  sponsor has sent a letter to the student.
• Understand how Internal Funds affect grant
  management and Form 90s.

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Grant is Setup! What Else Do I Need To Do?

• SPS has already setup the grant, are there enough
  funds to cover the Form 90?
• NEW
• A new IO/SP will need to be created for each new
  student that will be receiving an award.
• Email the Account Manager with the budget
  information for each IO/SP that is needed.

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Grant is Setup! (continued)

• If a new IO/SP is not needed, (i.e. same student
  as year 1) is there enough funds budgeted to
  cover the 2nd year, of stipend indicated on the
  Form 90?
• If not enough funds are budgeted, what source is
  the funds coming from? Email the Account Manager
  with this information and the budget information.
• QUESTIONS?

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What is a Continuation Award?

• An award that has been awarded for another year
  by the sponsor on the same sponsor award.
• The sponsor may indicate continuation or year
  2 of 3, etc. (Watch NASA awards for this)
• Must have the same sponsor award number provided
  by the sponsor as the prior award
• (this is referred to as the external reference
  on the reference tab of the grant in SAP)

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Continuation Award (continued)

• Should be given to the same student
• Has the department received notification from SPS
  that this years funds have been awarded?
• (If the department receives the award, forward
  the award to the Account Manager in SPS.)
• If not, contact the SPS Account Manager to see if
  the award has arrived. Discuss establishing an
  NTP (Notice to Proceed) with the Account Manager.

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Continuation Award (continued)

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

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What Constitutes a New Award!

• Proposal logged in COEUS that has been submitted
  to the sponsor. The sponsor is sending Purdue the
  award.
• NO Proposal in COEUS
• New Sponsor Award Number (this is the external
  reference number in SAP) on the sponsor award.
• Letter from sponsor to student No Proposal
  submitted to the Sponsor
• Voluntary Support Award

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Department Has Received the New Award
Proposal is in COEUS

• Forward the award to SPS contractual area.
• Non Federal awards go to SPS/HOVD
• Federal awards go to SPS/YONG
• The award will be logged in, reviewed, and
  forwarded to the Account Manager
• The Account Manager will notify the department
  that the award is ready for setup and ask for the
  appropriate award information. (IO/SPs needed,
  RCC, PI Co-PI etc) setup the award.

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Department Has Received the New Award No
Proposal in COEUS

• An internal proposal will not be needed for
  Fellowship awards only.
• Presently developing a new form Fellowship
  Award Only Transmittal.
• In Lieu of the form email the Account Manager
  with the following information Regulatory
  information, credit split, a statement that there
  is not a conflict of interest.

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Department Has Received the New Award No
Proposal in COEUS

• Attach a budget (can be an excel or word
  document)
• Attach a copy of the award (if there are original
  signatures you will need to send the award in the
  mail)
• The account manager will forward the information
  to SPS contractual area.
• Non Federal awards go to SPS/HOVD
• Federal awards go to SPS/YONG

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Department Has Received the New Award No
Proposal in COEUS(continued)

• SPS contractual area will review the award, sign
  the award documents if required and return to
  sponsor
• The completed Fellowship Award Only Transmittal
  and the award will be forwarded to the Account
  Manager.

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Department Has Received the New Award No
Proposal in COEUS(continued)

• The Account Manager will notify the department
  that the award is ready for setup and ask for the
  appropriate award information. (IO/SPs needed,
  RCC, PI Co-PI etc) setup the award.
• A copy of the award will be forwarded to the
  business office, PI, and CO-PI with the award
  notification email once the grant and IO/SPs are
  setup.

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Voluntary Support

• Complete a Form 44 and send it along with the
  check, and any other supporting documentation to
  SPS/YONG for deposit
• The Account Manager will notify the department
  that the award is ready for setup and ask for the
  appropriate award information. (IO/SPs needed,
  RCC, PI Co-PI etc) setup the award.
• Once the award is setup, an email notification
  will be sent to the business office, PI Co-PI.
  The Form 44 will be forwarded to the Development
  Office.

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Letter from the Sponsor to Student

• A letter from a sponsor to a student is a
  notification of an award to come and is not an
  award document in most cases.
• These situations need to be handled on a case by
  case basis.
• The department may complete a departmental NTP
  and forward the completed NTP to the Account
  Manager with the letter.

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Letter from the Sponsor to Student(continued)

• The department should in any case forward the
  letter from the sponsor to the Account Manager.
• The Account Manager will contact the sponsor
  about the pending award and get back to the
  business office.

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Internal Funds

• The preferred way to handle internal funds is to
  establish a new Internal Order (IO) on the grant.
• By internal funds we mean supplemental funds,
  GEMs, internal fund accounts set up to handle
  differentials, etc.
• The One Purdue system cannot handle mixing
  internal Purdue funds with sponsor funds as was
  done in the legacy system.

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Internal Funds

• A new Internal Order will need to be established
  in GM using the appropriate department fund that
  the supplemental funds will be transferred to .
  We are working on a best business practice
  document.
• Other arrangement should be discussed with the
  Account Manager on a case by case basis.

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Form 90 Processing in SPS

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

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Form 90 Processing in SPS

• Signed by Tom Wright
• Returned to SPS Mail Clerk, sends the original
  back to the GS Fellowship Office and copies of
  the Form 90 to
• Bursar Office
• Financial Aid/Scholarship Office
• Business Office
• Fellowship Account Manager

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QUESTIONS?