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 this link. 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. Click here for more information

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.

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?
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.

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. Click here for more Information

16. Can I use my tuition funds to cover Post Baccalaureate classes for my students?
No. Please refer to the Graduate School Catalog. Click here for more Information

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Baylor Graduate School

Baylor Graduate School
Morrison Hall, Suite 200
One Bear Place #97264
Waco, TX 76798-7264

(254) 710-3588

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