2008-2009 Information for Fellows
Graduate School Academic Services
217 Bascom Hall, 500 Lincoln Drive
University of Wisconsin-Madison, Madison, WI 53706-1380
(608) 262-2433
FAX (608) 265-6742; email: lmscholl@bascom.wisc.edu
Fellowships covered by this document include University Fellowships, AOF, Burris, Ford, Dickie, Javits,
NPSC (National Physical Science Consortium), NSF (National Science Foundation) and the Wisconsin Distinguished Graduate Fellowship. When a national/federal agency's regulations are more restrictive than the University's, the agency's regulations apply.
Benefits
You can obtain a New Employee Benefits Packet from your department's staff benefits coordinator. This packet contains information and forms for benefits, taxes, direct deposit etc. Health insurance does not start before appointments start. To start benefits in September, the form must be filled out and returned to the department benefits person by the end of August. To secure benefits, forms must be completed within 30 days of the start of the appointment. Please direct benefit questions to your department's benefits coordinator.
Even if this is not your first University appointment, please contact the benefits coordinator. You may need to submit new forms.
Housing Priority for Incoming Fellows
If you are interested in obtaining housing through the university, please go to the University Housing Web site. Graduate School fellows are given priority in housing assignment at Eagle Heights and Harvey Street apartments. To apply, fill out the online application, and indicate in the notes section that you have a Graduate School fellowship.
Initial Payment
| Award begins: | First payment is made: |
|---|---|
| Fall Semester | October 1 |
| Spring Semester | February 1 |
| June 1 (NSF) | July 1 |
Full Time Study (Registration) and Satisfactory Progress
Fellows must register full time and make satisfactory progress toward their graduate degrees.
To study full-time, fellows must enroll for a minimum of eight credits of graduate level coursework each semester (courses numbered 300 and above). Dissertators must enroll for three credits in any term during which they receive stipend payments. Non-dissertators with annual year appointments must enroll in a minimum of two graduate credits during the eight-week (DHH) summer session. You must take this coursework for grades rather than as audits or for Pass/Fail. A progress grade in Research & Thesis (990) is acceptable.
Satisfactory progress requires a GPA of 3.0 or above in Graduate courses. If you do not register by the end of the first week of classes, we will hold your stipend check. Serious academic problems, ceasing to be a full-time student, or other failure to remain in good standing may end your fellowship. If for any reason you find it necessary to resign your award or to withdraw from school, please notify Linda Scholl at (608) 265-5522 at once.
Delays in Fellowship Payments
The three most common causes for delays in fellowship payments are (1) registration for too few credits or not registering, (2) not signing and returning the W-4 form, and (3) grades of incomplete or low GPA. If your award was conditional on completion of a degree or prelims or the removal of incompletes, etc., please notify the Graduate School Academic Services as soon as you meet those conditions.
Payment Errors
Your confirmation letter specifies the amount of your award and the pay schedule. If the amount of a monthly payment is incorrect, or if you do not receive a payment, call Matt Mitterko at (608) 262-9597 at once. If you are overpaid, you must pay back the extra money.
Income Taxes
We cannot provide tax advice. Please contact a private tax consultant and/or the Internal Revenue Service at 1-800-829-1040 for federal tax information or the IRS Web site. For state tax information, contact a private tax consultant and/or the Wisconsin Department of Revenue at (608) 266-2486 or at their Web site.
A. US Citizens and Permanent Residents
Since a Fellow's stipend is not considered wages (although it is reportable income), the University does not withhold taxes from the stipend. As a result, you may have to pay estimated taxes on a quarterly basis directly to the Internal Revenue Service and the state Department of Revenue in order to avoid penalties for late payment of taxes. Address questions regarding quarterly estimates to the Internal Revenue Service or the Wisconsin Department of Revenue at the phone numbers above.
To help you prepare annual income tax forms, Employee Compensation and Benefits (EC&B), 21 N. Park Street, Suite 5101, will send each appointee an information letter reporting the amount of stipend paid the previous tax year. You will receive a Fellowship Letter in January. You will not receive a W-2 form, since W-2 forms are for wages only. Address questions regarding this letter or other withholding issues to EC&B at (608) 265-2257.
All IRS publications and forms can be obtained online at http://www.irs.gov/formspubs/ or by calling 1-800-829-3676. The following provide further information for tax preparation, IRS Publication 970: Tax Benefits for Education, Publication 505: Tax Withholding and Estimated Tax, Publication 535: Business Expenses - what is not deductible, Publication 529: Miscellaneous deductions (education).
B. For International Students (Nonresident Aliens)
The Internal Revenue Service (IRS) laws and regulations require the University to withhold federal income taxes (at a rate of 14%) from fellowship stipends paid to nonresident alien students unless they are exempt by the terms of a tax treaty with their home country (see http://www.bussvc.wisc.edu/ecbs/emp-taxes-int-menu.html). All IRS publications and forms can be obtained at http://www.irs.gov/formspubs/ or by calling 1-800-829-3676. We urge international students to review the following publications and form: IRS Publication 515: Withholding of Tax on Nonresident Aliens and Foreign Entities, Publication 519: US Tax Guide for Aliens and Form 1042-S: Foreign Person's U.S. Source Income Subject to Withholding.
The University of Wisconsin-Madison Employee Compensation and Benefits Service holds tax workshops for international students every Fall semester. For more information and seminar dates, please see http://www.bussvc.wisc.edu/ecbs/emp-seminars.html#internationals.
The University will not deduct state income tax from your fellowship stipend; consequently you may need to file quarterly estimates to meet Wisconsin state tax liability. For further information regarding state taxes contact the Wisconsin Department of Revenue at (608) 266-2486.
Financial Aid with Fellowships
If you need short-term financial assistance, contact the Office of Student Financial Services. There is a short-term loan on a limited basis. Restrictions apply. Furthermore, if applying for financial aid your fellowship could affect your eligibility. You must inform the Office of Student Financial Services (608) 262-3060 and any granting agency of all types of support you receive, including fellowships. This is to ensure appropriate calculation of financial need.
Tuition and Fee Information
Most fellowships cover the full cost of tuition and fees during the fellowship period. During the summer session, fellows who hold an academic year or spring appointment will receive non-resident tuition remission, if they choose to enroll. However, these fellows must pay summer resident tuition and fees.If you have questions about the information on your Fee/Tuition Bill, please call the Registrar's Office Fee Section at (608) 262-2367 or the Bursar's Office at (608) 262-3611.
Concurrent Appointments
Fellows may hold concurrent assistantships or student hourly positions up to 33 1/3% along with their fellowship. The department offering the concurrent appointment must complete a Concurrent Appointment Maxima (CAM) Worksheet to determine if, and at what level, a concurrent appointment would be allowed.
These appointment restrictions apply during the full term of your fellowship award as stated in your confirmation letter. Please see the Graduate Program Coordinator in your department for more information before you accept any student hourly, teaching, research, or project assistantship.
Deferral of Fellowships
The following two reasons are the only conditions for which fellowships can be deferred (appropriate documentation required):
1. Fellows that would lose their external fellowship may defer. Only one year of a Prize Fellowship may be deferred.
2. Fellows, who are the only student qualified to teach a specific class, may defer their fellowship for one year.
Reporting Changes to the Graduate School
Report any changes in your status as a student to Linda Scholl, Fellowship Director: lmscholl@bascom.wisc.edu. Such changes include for example, a change of major, completion of your degree, withdrawal from the University, or a change of name or address.
Date last updated August 12, 2008