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Frequently Asked GSR Buy-Down Questions

On June 6, 2006, Provost and Executive Vice Chancellor Hinshaw issued Campus Directive 06-064 allocating funds to "...partially buy down fees and tuition for Graduate Student Researchers (GSRs) supported on extramural sources (referred to as GSR buy-down program). Under this program, the campus will pay 25% of the required fees and tuition for a GSR paid with extramural funds and the balance will be charged to the extramural contract or grant. This program recognizes the burden associated with the cost of supporting graduate students from research funds and responds to faculty concerns on this matter."

• Do I have to do anything to ensure the buy-down credit is posted to my grant?
• How does the buy-down work?
• Which sub-fund groups are included in the buy-down?
• Are training grants included in the buy-down?
• Will I be able to see the amount saved to my grant?
• When does this program begin?
• I processed my GSR after October 20th, when will I see my credit?
• What should I do if I need to make a correction to object code 859R, 857R or 897R?
• Who should I call if I have additional questions?

Q.	Do I have to do anything to ensure the buy-down credit is posted to my grant?
A.	The implementation plan does not require any action by department or graduate group staff and ensures the financial benefit of the program will be visible to DaFIS end-users via existing reports.
Q.	How does the buy-down work?
A.	Account Lookup (11) in DaFIS Decision Support will help you determine if you have accounts associated with the sub fund group types listed in the directive. If you have accounts that are included in the program, your ledgers will reflect the following, starting with the close of the October fiscal period: The transactions will appear as document type GLJV. The document number will be GSREXFYFP where FY is the last two digits of the fiscal year and FP is the fiscal period being processed. The description will be “MMM Fee Tuition Rebate” where MMM is the fiscal period month. The 25% rebate will be recorded as follows: moved from object 8590 to 859R moved from object 8570 to 857R moved from object 8970 to 897R
Q.	Which sub-fund groups are included in the buy-down?
A.	The automated program will adjust the expense for Graduate Student Researchers paid under the following sub-fund group types: C - Federal Contracts F - Federal Grants J - Private Contracts L - Local Government N - State Government Federal Flow Through (FFT) P- Private Grants S - State Government V - Local Government FFT W- Private Grants FFT X - Private Contracts FFT
Q.	Are training grants included in the buy-down?
A.	To be eligible for the buy-down, the student must be hired under a GSR title code. Training grants are not included in this program because the campus already provides supplemental matching commitments for these particular grants.
Q.	Will I be able to see the amount saved to my grant?
A.	Yes, the ledger will reflect the total amount saved to the grant.
Q.	When does this program begin?
A.	The first journal entries will appear on your October month-end ledger. That ledger will reflect debits and credits related to GSRs processed by October 20th.
Q.	I processed my GSR after October 20th, when will I see my credit?
A.	For GSRs processed after October 20th, the charges (and applicable credits) for the whole quarter will show on the December ledger.
Q.	What should I do if I need to make a correction to object code 859R, 857R or 897R?
A.	Contact CeCe Coyle in Graduate Studies, ccoyle@ucdavis.edu or 752-5125, for assistance.
Q.	Who should I call if I have additional questions?
A.	If you have DaFIS-related questions, please contact the DaFIS Help Desk. If you have other questions regarding the buy-down program, please contact CeCe Coyle at ccoyle@ucdavis.edu or 752-5125.

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