Graduate Funding and Employment

The G-STAR system manages student payments that include, but are not limited to:

1. Fellowship stipends
2. Summer REU stipends for UA undergraduate students
3. Research funding awarded from the Graduate School
4. Awards that are to be dispersed monthly
5. Other expenses incurred for the benefit of the student as defined by the Student Payment Policy & Procedures website.

G-STAR should not be used for scholarships, compensation, or to reimburse a student for University business expenses. Please use the systems below for these payments:

1. Scholarships ((awards based on academic merit) should be processed through the Alabama Scholarship Award System (ASAS). 
2. Compensation (payment for work performed) should be processed through Payroll via a Personnel Action Form (PA).
3. Reimbursements for University business expenses should be paid through Concur.
4. Summer REU stipends for non-UA undergraduate students should be paid through Concur.

When entering payments in G-STAR please use the following guidelines: 

• For lump sum payment, please select the “Single Payment” option.
• For installment payments, please select the “Monthly payment” option.
  
  Graduate and law student payments will be routed through the appropriate approval channels based on the FOAPAL provided. They will be reviewed and approved through G-STAR.

Payment will be scheduled as indicated in the system for each option and as follows:

1. Single payment awards will be processed twice a month and will appear on the student’s MyBama account on the dates indicated below.
2. Monthly payment awards will be processed for payment no later than the 26th day of each month covered by the award period (earlier where public holidays or weekends impact).
   • Fall awards will be paid in 5 installments starting in August and ending in December.
   • Spring awards will be paid in 4 installments starting January and ending in April.
   • Summer awards will be paid in 3 installments starting May and ending in July.
   • Awards sent to the Graduate School during the semester will be processed in equal installments over the number of months left in the period e.g. a spring award received in February will be paid in three equal installments in February, March, and April.

For monthly payment awards, the properly completed and approved form must be delivered to the Graduate School no later than the close of business listed in the Fellowships Payment Schedule in order for payment to be guaranteed by the month end.

NOTE: Where the award is paid from funds used for the first time to make graduate payments and no Banner detail code is set up, the user must request a new Banner detail code from Student Account Services. This may delay the processing and payment of the awards beyond regular schedules.

NOTE: For the academic year, a student must be or have been enrolled for the award period to receive the scholarship or award. If a student is selected for an award in a year subsequent to his or her last enrollment (e.g., Honors Day), and the student is not expected to return in the subsequent semester, then the award must be processed through Concur instead of through G-STAR.

The regular date for stipends to be applied to student accounts is set for around the 25th or 26th day of each month. This will assist students by ensuring that they have sufficient time to access available funds and deposit to a bank account before the end of each month. When this date falls on a weekend, payment will be made the preceding Friday.

**In December, both submission deadline and payment dates are much earlier due to the UA Christmas closures.

All awards must be submitted to the Graduate School by the close of business on the deadlines listed above for payment to be guaranteed by the month end. This means that any forms which require additional approvals – especially Contract & Grant funded fellowships – MUST be submitted to the Contract & Grant Accounting Office before that date for them to approve and submit the forms to us by the deadline. This also includes any changes or updates for any award already in place, these must also be received in this office by the deadline for each month.

 This office will not be responsible for ensuring that students get paid on time if you do not submit the forms by the appropriate deadline.

Graduate Assistantship FAQ

Graduate Fellowship FAQ

Health Insurance FAQ

Assistantship Offer Letter Template

Upload Assistantship Offer Letter to Slate

• Memorandum of Appointment Form – Contracts & Grants
• Memorandum of Appointment Form – Regular
• Final Semester Notification for Assistantships/Fellowships
• Graduate Instructor of Record Certification

http://international.ua.edu/isss/currentstudents/student-employment/

Graduate Student Assistantship

Position Class: 40090

Requirements:

• Minimum registration of 6 Credit Hours (not including IDGR)
• IDGR hours applied based on FTE (20 hrs. = 0.5 FTE = 6 IDGR hours, 10 hrs. = 0.25 FTE = 3 IDGR hours)
• Minimum GPA – 3.0 after the first 12 credit hours
• Stipend must be at least equal to the OAA minimum rate for department
• Tuition, Health Insurance Premium, and Mandatory Course/College Fees Awards are included (0.5 FTE = full coverage; 0.25 FTE = 50% coverage) 

Graduate Student Employee

Position Class: 60040

Requirements:

• Minimum registration of 4.5 Credit Hours
• For Instructional Positions
  • Minimum GPA – 3.0 after the first 12 credit hours
  • Stipend must be at least equal to the OAA minimum rate for department
• For Non-Instructional Positions
  • No Minimum GPA requirement
  • Stipend must be at least equal federal minimum wage guidelines.

Graduate Student Summer Teaching Assistant

POSITION CLASS: SG001

Requirements:

• Certification by the department that the student has a Master’s degree or 18 graduate hours in the teaching discipline (IOR Certification Form)
• Minimum GPA – 3.0 after the first 12 credit hours
• Stipend set by Office for Academic Affairs based on enrollment.

GRADUATE STUDENT ASSIGNMENT ACCOUNT CODES

602102 – Graduate Student Employee

• General office work, cleanup, clerical, etc.

602105 – Graduate Clinical Work

• Support department or community run clinics such as the psychology clinic or speech and hearing clinic.

602106 – Graduate Instructor of Record

• Fully Responsible for the course.
• Must meet teaching credentials of Masters Degree or 18 graduate hours in teaching discipline

602107 – Graduate Teaching Assistant

• Lab or section instructor, common syllabus among multiple sections.

602108 – Graduate Academic Support associated with a course

• Assisting instructors, grading, discussion group leader, prep or cleanup of labs or studio, shadowing instructors, prepping course materials, holding office hours, etc.

602109 – Graduate Academic Support not associated with a course

• Support UG instructional services such as tutoring, computer labs, writing center, theater production, language practice groups, cultural events, etc.

602110 – Graduate Research

• Engaging in ongoing research projects or contributing to the mentorship of UG researchers

602111 – Graduate Administrative Support

• Outreach or community programming, program directors, support for recruitment, communications/publications, patron services, support for accreditation records, equipment and material maintenance, etc.

602112 – Graduate Individual Research

• Department fellows who work on their own research such as dissertations

602114 – Community Music School Instructor

602115 – Graduate Library Support

602116 – Graduate Housing and Residence Hall Support

602117 – Graduate Athletic Tutor

A valid background check is required to be completed for EVERY graduate student (domestic or international) paid through payroll regardless of the source of funding or type and length of employment.

NOTES:

• A background check only needs to be completed once per student.
• Any offer of employment must be contingent upon receiving a successful background check.

Steps to Obtain a Background Check

1. Check to see if a valid background check is on file for the student: Go to Banner screen PPACMNT and enter the CWID of the student.
   • “GRS-GR. Background CK – Successful” – this means that a background check has been obtained and the results were acceptable. You may continue with the hiring process.
     • GRU-GR. Background CK- Unsucessful” – this means that a background check has been obtained and the results were unacceptable. The student may not be hired.
     • No record found – this means that there has not been a background check completed. Follow remaining steps to obtain a background check.
       • Email gradbgchecks@ua.edu the following information:
       • • Hiring department
         • Requestor’s name
         • Requestor’s email address
         • Candidates full name
         • Candidate’s email address
         • Candidate's international status: Domestic or International
     • • Notify the candidate that a background check has been initiated. 
     • • Risk Mitigation Services will send a link to the student to gather initial information and request authorization to perform the search.
         • If the student is an international student without a SS#, they should use 999999999 for the SSN field.
       • Once the screening is complete, the requestor will receive an email notification with the screening status.
         • If the screening has no adverse findings the hiring process can be completed.
         • If the screening has adverse findings the student will be notified with a copy of the report. The student will have 5 business days to appeal the decision in writing to the Graduate School Director of Administration.
           • The Appeal Committee will review the appeal and issue a final determination about eligibility for employment.

https://ua-secured.policystat.com/policy/14673482/latest

Effects of Early Withdrawal/Resignation

General

As confirmed by the Board of Trustees, for fall 2020 semester UA will be applying a new administrative protocol to reclassify out of state resident qualifying assistantships and fellowships as in state for tuition and billing purposes.

A full time 0.50 FTE assistantship with a stipend at least equal to the UA minimum rate for graduate assistants for the relevant academic year will – depending on the funding – confer temporary in state residency status for tuition and billing purposes on the graduate student appointed to the position. Minimum assistantship rates will be as published on the Graduate School web site each year under Graduate Assistantship Rates.

Similarly, any full time fellowship award with a stipend at least equal to the UA minimum rate for graduate assistants for the relevant academic year will also – again, depending on the funding – confer temporary in state residency status for tuition and billing purposes on the graduate student appointed to the fellowship.

This administrative change includes international students but only for tuition and billing purposes.

At the end of the fall semester a student’s temporary residency status will revert to their original category in Banner prior to their next registration. Where the student qualifies for the spring semester under this arrangement their temporary status will be restored.

At the end of the spring semester a student’s temporary residency status will not revert, they will retain temporary in state residency through the summer semesters. This sustains the existing special out of state tuition surcharge scholarships for summer where students held an assistantship or fellowship in the previous spring. At the end of the summer semesters their temporary residency status will revert to their original category in Banner prior to their next registration.

Students change in residency status may impact other factors including for example financial aid. It is the student’s responsibility to check and consider any other effects of a change in residency status.

This change in residency status is offered at the sole discretion of the Trustees and the Dean of The Graduate School and is a benefit of the assistantship or fellowship – it is not an entitlement. The benefit could be rescinded at any time by the university.

Processing and Appointment Details

The Graduate Assistant Tuition Online Processing System (GATOPS) will be the primary system for identifying qualifying students and only assistantships or fellowships with tuition scholarships processed through the online GATOPS tuition scholarship system can rank for reclassification with in state residency status.

Status for residency will be changed in Banner Student Account Services system and Banner Student Record once the tuition scholarship has been posted and fully approved in the online GATOPS tuition processing system. Changes will be effected using daily updates from GATOPS to Student Records.

It is therefore imperative that departments ensure that their GATOPS records are updated timely and any changes – additions, deletions, or adjustments – are processed immediately.

Students are billed when they register for classes, any changes in registration are reflected in their online statement of account. Once an approved tuition scholarship is recorded in GATOPS students’ statement of account will be adjusted to reflect a change in residency and the change in the tuition surcharge. If departments do not process their awards in GATOPS in a timely manner students must pay the higher charge and obtain a refund after classes start. To avoid overcharges on student billing, departments should process tuition awards in GATOPS no later than the deadline to confirm class schedules. Awards may be processed after this date however students will have to wait for a refund on their bills.

Regular academic qualifying requirements will continue to apply to the assistantship or fellowship appointments as set out in the Graduate Catalog and the qualifying requirements set out in fellowship acceptances.

All graduate assistantships must have a signed Memorandum of Appointment on file with the Graduate School through the UA’s Docusign system to qualify for this temporary residency status change. Similarly, all graduate fellowships must have a signed offer and acceptance letter on file in the awarding department.

Qualifying Requirements

Multiple assistantships FTE may be combined to meet the 0.50 minimum subject to the funding source (see below). Similarly, multiple fellowships can be combined to meet the minimum stipend value, again subject to the funding type (see below).

Assistantships and fellowships must be appointed and processed BEFORE the last day to add or drop classes without a “W” grade to qualify for a residency status change. This date is published in the UA Academic Calendar. This is the same date which determines whether an assistantship qualifies generally for tuition and health insurance benefits. 

Once the last day to add or drop classes without a “W grade has passed, the student’s residency status will not be revised until the end of the semester or a disqualifying event occurs (see below Withdrawals from Classes and Termination of Assistantship or Fellowship).

Qualifying Assistantships are those where the FTE is at least 0.50 and the stipend at least equals the UA minimum GA rate and

• Funding is from UA on a permanently budgeted GA line, or
• Funding is from college or department soft funds on a non-permanently budgeted GA line and the college or department is paying the tuition scholarship, or
• Funding is from an external contract or grant AND UA would be paying a tuition surcharge scholarship as cost share.

Qualifying Fellowships are those where the stipend at least equals the UA minimum GA rate and

• Funding is from UA on a permanently budgeted fellowship line, or
• Funding is from college or department soft funds on a non-permanently budgeted fellowship line and the college or department is paying the tuition scholarship, or
• Funding is from an external contract or grant AND UA would be paying a tuition surcharge scholarship as cost share.

Remember, only assistantships or fellowships with tuition scholarships processed through the online GATOPS tuition scholarship system rank for reclassification with in state residency status. 

Non-Qualified Situations

Assistantships with combined FTE less than 0.50 or fellowships with a stipend less than the UA GA minimum do not qualify for temporary in state residency status.

Assistantships or fellowships NOT processed through GATOPS do not qualify for temporary in state residency status.

Any assistantship or fellowship funded by third parties or grants where the fund agent is paying out of state tuition surcharge scholarship is excluded from this arrangement.

Any assistantship or fellowship appointment after the last day to add or drop classes will not qualify for temporary in state residency process. Appeals may be made in extenuating circumstances (for example late visa awards or emergency appointments) to the Dean of the Graduate School in writing.

Withdrawals From Classes

1. Student retains assistantship/fellowship, withdraws from one or more classes, but remains above the minimum registration requirements.
   • As long as the student remains registered for minimum class hours for 0.50 FTE assistantship or full time fellowship, no changes in residency and students retains temporary in state status.
2. Student withdraws from all classes for the semester.
   • Student becomes disqualified from holding any assistantship or fellowship and residency status reverts to original status for next registration. Department must terminate the assistantship or fellowship.
3. Student is granted a formal medical withdrawal from classes.
   • Student becomes disqualified from holding any assistantship or fellowship and residency status reverts to original status for next registration. Department must terminate the assistantship or fellowship.

Termination of Assistantship or Fellowship

1. Student reduces registration to below minimum requirements.
   • Student becomes disqualified from holding any assistantship or fellowship and residency reverts to original status for next registration. Department must terminate the assistantship or fellowship. 
2. Student or supervisor terminates the assistantship/fellowship no later than the 8th week of classes.
   • Student temporary residency status reverts to original category for their current registration. This is to ensure students do not game the system and take on an assistantship to benefit from a residency change and then drop the assistantship.
3. Student or supervisor terminates the assistantship/fellowship after the 8th week of classes.
   • Student temporary residency status remains unchanged for the remainder of the semester and current registration.

These are the 9-month costs associated with FY25 minimum stipend rates for Graduate Assistants for each academic unit. Costs are shown for 0.50 (20 hours per week) FTE appointments. For 0.25 (10 hours per week) amount are covered at 50%.

Graduate Assistants receive tuition scholarships for tuition costs ONLY as shown under Tuition Rates on the Student Account Services’ web pages and up to a maximum equal to the cost of enrollment in 15 hours. Graduate Assistantships do include payment for Technology/Infrastructure fees, but not other fees that a student may incur.

For a 0.25 FTE appointment, the student must pay the other half of the tuition and health insurance costs. The tuition scholarship for a 0.25 FTE appointment will be half of the actual tuition charges incurred up to a maximum of half of the cost of enrollment in 15 hours.

General – All Assistantships and Qualifying Fellowships

Tuition scholarships for graduate assistantships (GA) and qualifying graduate fellowships generally cover just the fall and spring semesters in each academic year. Some fellowships include tuition scholarships which cover summer semester and summer interim terms but only where specified in the fellowship agreement.

Qualifying graduate fellowships are those which pay a stipend at least equal to the UA minimum GA stipend rate for a 0.50 FTE assistantship, provide for tuition or any other benefits in the formal agreement, and are approved by the Graduate School to receive benefits. For example, the GAANN fellowships are designated as qualifying for the same benefits as assistantships.

The amount of tuition scholarship that can be awarded in each of the fall or spring semesters is based on the FTE of the assistantship and is limited to the full time on-campus graduate rate for the semester.

Arrangements for Winter Interim Session

The Graduate School will permit graduate students who hold a spring assistantship or spring qualifying fellowship to take any unused part of their spring tuition scholarship to cover classes in the winter interim session .

The total tuition scholarship for the combined winter interim and spring terms is subject to the same FTE basis of the assistantship and is limited to the full time on-campus graduate rate for just the spring term.

For example, where a graduate student takes 9 hours for the spring 2025 semester and holds a spring graduate assistantship with 0.50 FTE, he will receive full tuition scholarship to cover all of the enrolled hours. As he is registered full time he will use all of his spring tuition scholarship and will not have any surplus to carry over and cover the winter session

If another student has a qualifying fellowship for the spring and takes just 6 hours then she will receive full tuition scholarship for the spring hours. If she registers for 1 hour in the winter interim that additional hour will ALSO be covered by the tuition scholarship.

Terms and Conditions

Only tuition scholarships processed through GA TOPS may take advantage of these special arrangements.

These tuition scholarships cover college course fees, college facility/technical fees, but no other fees are covered. For example, those expenses not covered by tuition scholarships include (but are not limited to):

• Activity service fees (where not included in tuition rates)
• Recreation service fees (where not included in tuition rates)
• Athletic privileges (where not included in tuition rates)
• Health Center service fees (where not included in tuition rates)
• International student fees
• Housing and housing-related charges
• Books
• Application fees
• Deferment or late payment fees.