Interdepartmental Invoice and Student Payment Processing

Training Opportunity:

We hold a training session and open forum for Interdepartmental Invoice (IN) Processing via Zoom at 1:00 PM MST on the third Thursday of each month. The dates are listed below.

https://ucdenver.zoom.us/j/98974768584

• 11/21/2024

• 12/19/2024

• 01/16/2025

• 02/20/2025

• 03/20/2025

• 04/17/2025

• 05/15/2025

• 06/19/2025

• 07/17/2025

• 08/21/2025

• 09/18/2025

• 10/16/2025

• 11/20/2025

• 12/18/2025

Instructions

The following procedures and guidance on student payments at CU Denver | AMC are in accordance with the CU PSC Procedural Statement: Student Payments and should be used to ensure proper payment.

Students may receive payments for several reasons. This relationship may take many forms and should be represented by payment appropriately to ensure that any payment is reported accurately. Review the following information for a description of the payment type a student may receive and how that relationship is documented, payment is processed, and taxation is reported.

Payment Types and Definitions

Awards, Rewards, and Prizes: These payments are monetary recognition provided by the University for Student Achievement, performance, or competitions unrelated to employment services. PSC processes these payments using a Payment Authorization form. Payments to foreign national students must be reviewed and approved by Employee Services-International Tax Specialists before being processed by the PSC. 1099-MISC is issued if appropriate. 

Employment (Hourly): Hourly employment where payment is made based on hours worked. For use with 41XX and 42XX series positions. Review the CU Benefit Eligibility Matrix for appropriate job codes. 

Employment (Contract): Employment where payment is made using a contract and the student receives a specific portion of the total contract amount each month for the contract's duration. For use with 15XX series positions. Review the CU Benefit Eligibility Matrix for appropriate job codes.

Fellowships and Trainees: Positions that allow for a student to be paid via a stipend. Use job codes 3204 and 3205. These payments are to aid students in their pursuit of studies or research. There is no expectation of past, present, or future services in return for the support. Although such payments may be considered taxable income to the student, the University is not required to report them. Fellowships and trainees are hired via Human Resources. Review the CU Benefit Eligibility Matrix for appropriate job codes.

Grants: These payments are to aid students in pursuit of studies or research and are not related to employment services. Grants are awarded via financial aid packaging through the Office of Financial Aid. Please visit CU Denver Financial Aid Grants and CU Anschutz Medical Campus Grants for additional information. 

Scholarships: These payments are to aid students in pursuit of studies or research and are not related to employment services, typically awarded through an application process and financial aid packaging through the Office of Financial Aid, Scholarships. Please visit CU Denver Scholarships or CU Anschutz Medical Campus Scholarships for additional information.

Stipend: These payments aid students in pursuit of studies or research. There is no expectation of past, present, or future services in return for the stipend. Students must be in job code 3204, 3205, or 3207 and cannot be paid on an hourly basis. Students receiving a stipend may not receive any payments other than stipends through their 32XX position. Hired via Human Resources reported via W2. Review the CU Benefit Eligibility Matrix for appropriate job codes.

Tuition Remission: Tuition costs are paid on behalf of the student by another source.  A non-required benefit of eligible 15XX positions when paid by the University (see Tuition Remission section for detailed information).  Processed by the Bursar. Please review policy 7008- Graduate Student Assistantships and Tuition Remission

Tuition Assistance/Waiver: Tuition is waived by the University for a qualified CU employee or dependent. Tuition Assistance/Waivers are processed by Employee Services and the Bursar's Office. Review the CU Tuition Assistance Program for more details. 

Interdepartmental Invoice Request / Tuition Remission

Tuition remission, when eligible under I.R.C. § 117(d)(5)[4]- Qualified Tuition Reduction, is a benefit where tuition or a portion thereof is paid by the employer for graduate-level courses offered to employees of an educational institution only if the recipient of the waiver is a graduate student engaged in teaching or research activities for the institution.

Tuition Remission Eligibility

1. Graduate students who have received graduate assistantships TA-1506, GPTI-1503, GA-1502, or RA-1505.
2. As a benefit of holding a GA, GPTI, TA, or RA appointment, a student receives tuition remission as detailed in the Employment Offer.
3. A student must work in their eligible position for a minimum of 12 weeks. If a student does not work a minimum of 12 weeks the tuition remission may be removed. If the tuition remission is removed the student is responsible for the tuition originally covered. 
4. The student must be employed on the CU Denver | AMC campus.
5. Withdrawal from a course after the census date will result in a loss of tuition coverage for that course.
6. The student must be enrolled in a main campus graduate program.
7. A student must use the tuition remission in the semester they hold the position. For example, a student with a fall TA appointment cannot carry over the tuition remission to the spring semester. Tuition remission must be applied directly against actual tuition charges on the student’s bursar bill. To comply with federal requirements, it may not be paid out as a general scholarship or salary increase.
8. It is recommended that tuition remission be entered before students can view their billing information for that term.
   

Tuition Remission should not be confused with the University of Colorado’s Educational Assistance Program, sometimes referred to as a tuition waiver. This applies only to benefits-eligible staff and faculty as detailed here: https://www.cu.edu/docs/benefit-eligibility-matrix. Student employees, no matter their job code, are not eligible for this benefit.

Interdepartmental Invoice

Payments to student accounts from departmental funds. Reported on 1098-T form. 

To submit an Interdepartmental Invoice Request or a Payment ItemType Request please, use the link below.