Letter of Appointment/Tuition

Waiver Review

Letter of Appointment Review

Graduate Waiver Status Pages

LOA Report, Roles, Points to Remember, Resources and Contacts

Letter of Appointment• Navigation:

o Workforce Administration > UF Grad Letters of Appointment > UF Grad

Letters of Appointment

Enter UFID of Graduate

Assistant or Fellow and

then click Search

00001111

Link Status and Waiver Term Status

should be Active

To change the Employee Record

Number – highlight the number delete

then click on magnifying glass and

select correct ERN.

Active

00001111 Smith, Jane Grad Waiver Status Screen

Check for the “Y in each

section.

If any section contains an

“N” the waiver will not pay

until this is corrected.

Grad Student

An “N” in the Grad Student

section is the result of the

students record not

showing them as a

Graduate Student 7,8, or 9.

Verify in Student Admin by

going to Student’s Current

Courses, Academic

Program or check with the

Registrar’s Office. Only the

Registrar can change this

status.

00001111 Smith, Jane GPA Meets Req

An “N in this section – the

students GPA does not

meet the required

minimum to hold an

assistantship of 3.00.

If the GPA is below 3.00 a petition must be submitted to the Graduate School. If approved, the Graduate School will enter the petition into the UF Graduate Petition page.

The Waiver system will read this petition during the next run and the waiver will process.

00001111 Smith, Jane FTE Valid

An “N” in the FTE Valid

section - the students job

data FTE does not meet

the minimum requirement

needed for an

assistantship of .25 FTE.

00001111 Smith, Jane Minimum Reg. Hrs

An “N in this section - the

student has not met the

registration requirements

for the assistantship or

fellowship.

Check the Course Detail

tab or Student Admin for

the student’s Current

Status

Funding Detail tab

Check for Errors

Not having enough funding

in the account will create a

“Budget” error.

A grant that has expired will

create a “Inactive” error

All errors will need to be

corrected before the waiver

will run.

00001111 Smith, Jane

00001111 Smith, Jane

• A “Z” under the drop/add column indicates that the student has

dropped/added a course and this will trigger the waiver to pull out and

recalculate based on the new registration. This could take a couple of days

to reprocess depending on when the drop/add occurred. If you see there is

still a problem after 3 to 4 days, please contact Academic Personnel.

Enterprise Reporting

LOA Reports

• Main Menu>Enterprise Reporting>Access Reporting>Human Resources

Information>Workforce Information>Letter of Appointment – Waivers

New Waiver report that includes all information.

Security Roles and their Descriptions

• UF_LOA_VIEW (view only the LOA screens)

• UF_LOA_INPUT (input LOA only – no funding capabilities)

• UF_LOA_WAIVER (input waiver funding distribution -matriculation)

• UF_LOA_FEE (input full fee funding distribution)

• UF_LOA_STATUS (view status of waiver, funding detail, and course detail)

• UF_LOA_PET_VIEW (view students with approved petitions)

• A request for any of the above roles will automatically give you access to the Graduate Tuition Waiver Request Report in Enterprise Reporting. The navigation is Human Resources Information>Workforce Information>Graduate Tuition Waiver Requests. This report contains various information regarding waivers including errors that need to be corrected.

Points to Remember• Waivers begin running at the end of drop/add each semester.

• The waiver systems last run for each semester is the last day of classes. A reminder will be sent to your from the Provost Budget Office to check the waiver report for errors approximately 2 weeks prior to the end of the semester.

• However, you should be checking the report multiple times throughout the semester to avoid having to process a manual waiver. Manual waivers are completed by the Provost Budget Office. Please email Wilma Rogers (wrogers@aa.ufl.edu).

• LOA PRIOR TERM DIRECT TUITION CHARGE CORRECTIONS: Once a term closes, and you need to change a direct charge to a different direct charge you will need to complete an E2E journal.

• Tuition Waiver Authority (WAVR) fund 132 CANNOT be used on any Prior Term Tuition Charge Corrections.

• A guide to this procedure can be found at: http://hr.ufl.edu/manager-resources/recruitment-staffing/academic-personnel/graduate-assistants/

• Contact Information

• Please contact Academic Personnel for cross-

college distributions and questions regarding your

waivers

• Melisa Smith 273-1712 g8rfan44@ufl.edu

Of course you may contact Wilma or myself should

you still need assistance

• Wilma Rogers 392-2809 wrogers@aa.ufl.edu

• Dawn Riedy 392-2478 driedy@aa.ufl.edu

Resource Links• http://hr.ufl.edu/manager-resources/recruitment-

staffing/academic-personnel/graduate-assistants/

• Contains: Hiring, Appointments, Status Changes and

Letter of Appointment Information.

• http://gradcatalog.ufl.edu/content.php?catoid=10&na

void=2020#registration

• Graduate Catalog: Detailed Registration Requirements

and Tuition/Fee Waiver information.

• http://www.graduateschool.ufl.edu/faculty--

staff/resources/policy-links/

• Principles for the employment of Graduate Students at UF