2007-2008 Information For Fellows
The following information was taken from pages 18-21 of the AOF Guide Book.
Graduate School Academic Services
500 Lincoln Drive, 217 Bascom Hall
University of Wisconsin-Madison, Madison, WI 53706-1380
(608) 262-2433
FAX (608) 265-6742 email: gsacserv@bascom.wisc.edu
Web Address: http://info.gradsch.wisc.edu/admin/fellowships/
Fellowships covered by this document include University Fellowships, AOF, Burris, DAAD, Ford, Hertz,
Hughes, Javits, Mellon, NPSC (National Physical Science Consortium), NSF (National Science Foundation).
When a national or federal agency's regulations are more restrictive than the University's, the agency's regulations
apply.
Benefits
Ask your department's staff benefits coordinator for a New Employee Benefits Packet. This packet con-
tains information and forms for benefits, taxes, etc. Health insurance can't 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 semester. Please
direct benefit questions to your department's benefits coordinator.
To have your checks deposited directly into your bank account, complete a Direct Deposit Authorization
Form obtained from your department's staff benefits coordinator or download it from the web at:
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
Incoming fellows are eligible for priority housing. If you requested and did not receive an application for
housing, it is available on the web at: http://www.housing.wisc.edu/universityapartments/application.php
Write, "Fellowship" on the top.
Initial Stipend Payment
Initial payments follow this schedule:
| Award begins: | First payment is made: |
| June 1 | July 1 |
| September 1 | October 1 |
| Fall Semester | October 1 |
Spring Semester | February 1 |
If you need short-term financial help, contact your bank or:
The Office of Student Financial Services provides short-term loans on a limited basis. Restrictions ap-
ply. Call 262-1791 for details.
Several schools and colleges have emergency short-term loans. Check with your department.
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, (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 the Fellowships Office at 262-9597 at once. If
you are overpaid, you must pay back the extra money.
Full Time Study (Registration) and Satisfactory Progress
Fellows must register full time and make satisfactory progress toward their graduate degrees. Full-time study
is a minimum of eight (8) credits of graduate level coursework (courses numbered 300 and above) each semes-
ter. Dissertators register for three (3) credits. Students with annual awards must also register for a mini-
mum of two (2) graduate credits during the eight-week (DHH) summer session (dissertators three (3)
credits). You must take this coursework for grades rather than as audits or for Pass/Fail.
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 fellow-
ship.
If for any reason you find it necessary to resign your award or to withdraw from school, please notify Aca-
demic Services at once.
Income Taxes
We cannot provide tax advice. Please contact a private tax consultant and/or the Internal Revenue Service
at 800/829-1040 for federal tax information. For state tax information, contact a private tax consultant
and/or the Wisconsin Department of Revenue at 608/266-9940. Website: www.dor.state.wi.us
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 pay-
ment of taxes. Address questions regarding quarterly estimates to the Internal Revenue Service or the Wiscon-
sin Department of Revenue at the phone numbers above.
To help you prepare annual income tax forms, Employee Compensation and Benefits (EC&B), Room 49 A.W.
Peterson Building, will send each appointee an information letter reporting the amount of stipend paid the pre-
vious tax year. You will not receive a W-2 form since W-2 forms are for wages only. Address questions re-
garding this letter or other withholding issues to EC&B at 265-2257.
You can order IRS Publication 970: Tax Benefits for Higher Education, Publication 505 - Tax Withholding and
Estimated Tax, Publication 535 - Business Expenses - what is not deductible, Publication 529 - Misc. deduc-
tions (edu.) by calling 1-800-829-3676. Website: www.irs.gov.
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 ) . We urge international students to obtain a copy of IRS Publication 515 - Withholding of Tax on Non-
resident Aliens and Publication 519 - US Tax Guide for Aliens for further information. The phone number is 1-
800-829-3676.
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 con-
tact the Wisconsin Department of Revenue at 608/266-9940.
Financial Aid with Fellowships
The receipt of a fellowship may affect the amount of your financial aid award (loans). It is your responsibility
to inform the Financial Aid office (262-3060) and any granting agency of all types of support you receive, in-
cluding fellowships.
Tuition and Fee Information
Most fellowships cover the full cost of tuition and fees. If you hold an appointment during the second semes-
ter, but not during the summer, and you attend summer session, you will only pay 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 262-2367 or the Bursar's Office at 262-3611.
Concurrent Appointments
Fellows may hold concurrent teaching or research appointments (including PA grader), although certain re-
strictions apply. The department offering the concurrent appointment must complete a Concurrent Appoint-
ment Maxima (CAM) Worksheet to determine if, and at what level, a concurrent appointment would be al-
lowed.
Fellows cannot hold student hourly appointments unless funded by the Federal Work-Study Program.
These appointment restrictions apply during the full term of your fellowship award as stated in your confir-
mation letter. Please see the Graduate Program Coordinator in your department for more information before
you accept any teaching, research, or project assistantship.
Deferral of Fellowships
If you are an INCOMING student and you also receive an offer of a national award (for example; NSF, Mel-
lon), you may defer the University Fellowship for later use. Only one year of the fellowship years of a Prize
Fellowship may be deferred. Address requests for deferring fellowships in writing to Judi Roller, Associate
Dean, Coordinator of L&S Community of Graduate Research Scholars (L&S C-GRS), 407B Bascom Hall,
500 Lincoln Drive, Madison, WI 53706 or via e-mail at jmroller@ls.admin.wisc.edu.
Reporting Changes to the Graduate School
Report changes in your status while you are a fellow directly to Judi Roller, Associate Dean and Coordinator
of L&S Community of Graduate Research Scholars (L&S C-GRS), jmroller@ls.admin.wisc.edu. For ex-
ample, tell us if you change your major, complete your degree, withdraw or change your name or address.