Faculty and Staff FAQs

Processing Stipend and Tuition Authorizations

1. How do I begin stipend and tuition processing?
2. How can I get access to process authorizations?
3. What are the levels of access to process stipend and tuition authorizations for departmental budget awards?
4. How can I get access to my Grant, Scholarship or Restricted accounts?
5. What is the process for hiring a graduate student?
6. What are the stipend category definitions?
7. Can I transfer my stipend and tuition awards?
8. How do I record the hours a student works?
9. How can I enter more than 20 hours per week on a stipend authorization?
10. Can the comments section of an authorization be edited?
11. How do I edit authorizations for students who withdraw from Baylor?
12. Can a student be asked to work if they are only receiving a tuition award?
13. Can I use my tuition funds to cover fees and other charges for my students?
14. How can I provide a supplemental stipend award to my students?
15. Can I use my tuition funds to cover audited classes for students?
16. Can I use my tuition funds to cover Post Baccalaureate classes for my students?




Processing Stipend and Tuition Authorizations

1. How do I begin stipend and tuition processing?
To begin processing, go to https://www1.baylor.edu/TSAuth4. There is also a link available from the Graduate School home page.

2. How can I get access to process authorizations?
Access is granted with an e-mail from the department director to
Anna_Henderson@baylor.edu providing the following:

  1. department name
  2. organization number
  3. Bear ID Baylor_Bear of the individual or ID
  4. which level of access to issue.

3. What are the levels of access to process stipend and tuition authorizations for departmental budget awards?
There are 2 levels of access to process stipend and tuition authorizations. The person(s) at Level 1 enters the data. The person(s) at Level 2 approves and submits the data.

4. How can I get access to my Grant, Scholarship or Restricted accounts?
Grant accounts, contact Sponsored Programs. Scholarship accounts, contact Student Financial Aid. Endowment/Restricted accounts, contact Budget Office.

5. What is the process for hiring a graduate student?
Graduate students may be hired with either stipend or work study funds. Please refer to the following web address information regarding the process: Hiring a Graduate Student. After reading the information at the web address, if you have questions, e-mail Anna Henderson.
More Information: http://www.baylor.edu/graduate/facultystaff/index.php?id=100145

6. What are the stipend category definitions?
Stipend category definitions were updated effective 2013 fiscal year. Refer to the following document: Stipend Categories

7. Can I transfer my stipend and tuition awards?
You may not convert tuition funds into stipend money.

8. How do I record the hours a student works?
Once you have submitted the stipend authorization for the student, a time card will be generated. Contact Payroll (Karla Walther) to get the web-based time card entry set up for the student. She can also give you information on how to approve the time card.

9. How can I enter more than 20 hours per week on a stipend authorization?
A graduate student can work only a maximum of 20 hours per week. Any exception to the rule must be approved through Dean Lyon's office. Please refer to the following web address information regarding the process: Hiring a Graduate Student. After reading the information at the web address, if you have questions, e-mail Anna Henderson.
More Information: http://www.baylor.edu/graduate/facultystaff/index.php?id=100145

10. Can the comments section of an authorization be edited?
Yes. There is a separate comment with each line item for the benefit of the Payroll and the Cashier's Office.

11. How do I edit authorizations for students who withdraw from Baylor?

Procedure to edit the stipend:
At the stipend and tuition processing website https://www1.baylor.edu/TSAuth4/.
  • Click on Reports
  • Click on Payroll-Auth Comparison
  • Select your organization and account number (9230)
  • Select the semester that the student withdrew
  • Click Submit
  • Find the student's name and first column will be the amount the student has earned to date.
  • Return to the authorization and edit the amount earned and the effective end date (withdrawal date).
Procedure to edit the tuition:
  • Go to the Student Financial Services website http://www.baylor.edu/sfs/
  • Click on "Student Account"
  • Click on "Cancellation and Withdrawal Policies" scroll down
  • Click on "Semester Withdrawal Schedule"
  • On the schedule, find the withdrawal date and the next column is the percent of refund due. This is not the amount you will use on the authorization form, you will use the difference between the refund percentage and 100%.
  • Return to the authorization and edit the "percent tuition paid" column. (Example: If the refund percent is 51% on the withdrawal schedule, the "percent tuition paid" column on the authorization should be 49%.)
  • Call Jane Moreno (ext. 1044) in the Cashier's Office if you have questions.

12. Can a student be asked to work if they are only receiving a tuition award?
No. You can never ask a student to work for a tuition award. You can ask a student to work for a stipend award (with a cap of 20 hours per week).

13. Can I use my tuition funds to cover fees and other charges for my students?
No. Tuition funds are used exclusively for tuition payment.

14. How can I provide a supplemental stipend award to my students?
1. Only students receiving a regular stipend are eligible for a supplemental (1-time stipend) award.
2. A supplemental stipend award is available for work-related purposes only.

15. Can I use my tuition funds to cover audited classes for students?
No. Refer to the Graduate School Catalog
More Information: http://www.baylor.edu/graduate/index.php?id=858705

16. Can I use my tuition funds to cover Post Baccalaureate classes for my students?
No. Please refer to the Graduate School Catalog.
More Information: http://www.baylor.edu/graduate/index.php?id=858705

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