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UC DAVIS: GRADUATE STUDIES January 16, 2007 DEANS, DIRECTORS, DEPARTMENT CHAIRS AND ADMINISTRATIVE OFFICERS RE: Nonresident Tuition Remission Policy Implementation Effective Fall Quarter 2004, the campus instituted a nonresident tuition remission (NRTR) policy for students appointed to Graduate Student Researcher (GSR) positions. All nonresident GSRs appointed at 25% time or more now receive NRTR as a benefit of their appointments. Normally, the NRTR is paid from the same fund source that provides the salary for the GSR. When this policy was implemented, provisions were also made to divert NRTR charges to other fund sources in order to accommodate existing grants for which NRTR had not been budgeted in the proposal and grants from agencies that do not permit tuition to be charged as a matter of policy. At that time, it was envisioned that a three-year transition period would be needed to fully implement the NRTR policy. The current academic year is the third and final year of that transition period. Accordingly, it is important to provide clear guidance regarding future implementation of the NRTR policy. Our experience has revealed a number of specific situations that require clarification both with regard to policy and future implementation as follows: 1) If the granting agency considers nonresident tuition to be an allowable expense, then NRTR must be charged to the fund source that provides the GSR's salary. This category includes most federal agencies such as NIH and NSF. For proposals submitted prior to October 1, 2003, the NRTR expense may be diverted to another fund source under the control of the hiring unit or the student's graduate program (i.e., block grant, gift account, research and education fund, indirect cost return fund, etc.) provided that fund allows the NRTR charge. These NRTR charges may not be diverted to another sponsored program fund source; NRTR charges must be based on the effort and salary allocated to a sponsored award. 2) If a GSR is hired on General Funds (199XX), he or she is entitled to receive NRTR. However, NRTR may not be charged to State General Funds (19900). Units that choose to hire nonresident GSRs on 19900 funds must request to have the NRTR expense diverted to an alternate fund source under the control of the hiring unit (e.g., block grant, gift account, research and education fund, indirect cost return fund, etc.) that allows the NRTR charge. If units only have State General Funds available, they will need to request Office of Graduate Studies approval to hire a GSR with NRTR. Once the hire is approved, the NRTR expense will be diverted to University General Funds (19933), as NRTR may be charged to this funding source. To fund the NRTR cost, the hiring unit's General Funds (19900) Sub 3 budget will be reduced by a corresponding amount. 3) If a granting agency or if a specific fund source does not permit nonresident tuition to be charged, the NRTR charge must be diverted to a program-controlled fund source where NRTR is allowable (i.e. block grant, gift account, research and education fund, indirect cost return fund, etc.). Information regarding agencies that do not permit payment of nonresident tuition is available from the Sponsored Programs Office. Most prominent on this list are awards from state agencies (CalTrans, California Water Resources Board, etc.) and some USDA awards (structured as cooperative agreements). 4) If a student is hired as a GSR on a non-federal fund source and the budget is insufficient to fund NRTR, that expense may be diverted to another non-sponsored fund source where NRTR is allowable (i.e., block grant, gift account, research and education fund, indirect cost return fund, etc.). When the NRTR policy was implemented, Provost and Executive Vice Chancellor Hinshaw established an emergency fund to assist faculty during the three-year transition (2004-2007) to full implementation of the nonresident tuition remission policy. One important consequence of the end of the transition period is that the emergency fund will not be accessible after June 30, 2007. Programs and faculty must plan to secure funding for all nonresident GSRs from other sources effective Fall Quarter, 2007. Requests to divert NRTR expenses (http://www.gradstudies.ucdavis.edu/facstaff/nrt_exception.html) and any related questions should be directed to CeCe Coyle in the Office of Graduate Studies (ccoyle@ucdavis.edu or 530-752-5125). If you have questions about these implementation procedures, please contact Steven Albrecht, Director of Student Financial Support in the Office of Graduate Studies (sjalbrecht@ucdavis.edu or 530-752-8476). Jeffery C. Gibeling Dean - Graduate Studies 07-008
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