It is each department’s responsibility to verify eligibility for GAIP coverage. Departments that do not meet this responsibility may be held liable for coverage premiums or costs of services.

GAIP-Eligible Appointments

Appointees can be eligible for GAIP coverage in one of three ways:

• GAIP-eligible appointment
• Self-pay appointment
• Self-pay due to loss of coverage or while on academic leave

Appointments with UW-Paid Benefits

The UW pays the monthly premium for student appointees with GAIP-eligible appointments. To set up an eligible quarterly position, the department must verify that the appointee is enrolled in at least 10 credits* for the quarter, and that the position is 50% or greater FTE; and paid on five of the six paydays of the coverage period.

To set up an eligible summer quarter position, the department must verify that the appointee is enrolled in at least two credits* in at least one session, and that the position is 50% or greater FTEs, and paid on two paydays of Session A only, or two pay days of Session B, or three paydays for Sessions A and B combined.

*The credit requirement is managed by the school or department. Enrollment in an eligible job class and earning type will trigger benefits-eligibility. Departmental advisors should follow up with the student about academic progress and the impact on the overall appointment or direct students to submit a Petition for Reduced Enrollment. If Reduced Enrollment is approved by the Graduate School, earning type GSO will be entered by the Graduate School. The report will also be provided to the Graduate School. Students not meeting credit requirements in a quarter will be reviewed by Benefits & Work/Life prior to enrollment in future quarters.

The following tables provide the titles and earning types which, in combination with the appointment and academic requirements, constitute an eligible position:

* Note: GSA is Graduate Student Appointment with benefits; GSO is Graduate Student Appointment with OASI benefits (i.e. reduced credit hours).

** Job Code 0854, Graduate Research Student Assistant (GRSA), is limited to appointments during the summer quarter only. This job code may not be used during fall, winter or spring quarters.

Appointment of Fellows & Trainees with Stipends

The UW also pays the monthly premium for Fellows and Trainees in eligible positions. Prior to entering the quarterly appointment, departments must verify that the appointee position is enrolled in at least 10 credits (see comments about credits above), and that the position is paid at least $800 per month, and paid on at least five of the six paydays of the coverage period.

Prior to entering a summer quarterly appointment, departments must verify that the appointee is enrolled in at least two credits (see comments about credits above), and that the position is paid at least $800 per month, and paid on two paydays of Session A only, or two paydays of Session B, or three paydays for Sessions A and B combined.

The following tables provide the titles and earning types which in combination with the appointment and academic requirements constitute an eligible position:

Code	Title	Eligible Earn Types
0859	Stipend Grad Trainee-C	SWB/SWT*
0863	Stipend Grad Fellow-A	SWB/SWT
0864	Stipend Grad Trainee- A	SWB/SWT

*SWB refers to Stipend with Benefits. SWT is the equivalent of SWB for non-resident aliens.

Further appointment information is available on the eligibility web page.

Self-Pay Appointments

To be eligible for self-pay through an appointment for which an ASE is paid directly by an outside source, the ASE must:

• have an appointment in an eligible job class, AND
• receive paid-direct funding at $800 per month* or greater for at least one academic quarter, AND
• enroll in at least 10 credits for that same quarter

*Documentation of such appointment is required. Appointments from local employers with multiple appointments such as the Fred Hutchinson Cancer Research Center may be forwarded to the Benefits & Work/Life Office in the form of a spreadsheet for multiple appointments. Send a spreadsheet attachment to benefits@u.washington.edu. Please use “GAIP – Self-pay List” in the subject line of the email. Letters for foreign appointments must be in English with funding stated in US dollars.

Appointment and Distribution Entry Deadlines

The deadline for having appointment and distribution information entered into the payroll system is payroll cutoff for the first check within the coverage period.* See the table below:

Quarter	Payday	Payroll Cutoff	Coverage Effective Date
Fall 2007	Oct 10	Oct 3	Oct 1
	Oct 25	Oct 19	Nov 1
	Nov 9	Nov 5	Nov 1
Winter 2008	Jan 10	Jan 4	Jan 1
	Jan 25	Jan 18	Feb 1
	Feb 11	Feb 4	Feb 1
Spring 2008	Apr 10	Apr 4	Apr 1
	Apr 25	Apr 18	May 1
	May 9	May 2	May 1
Summer 2008	June 25	June 19	July 1

Example: For fall quarter coverage to be effective the 1st of October, the information must be entered by the payroll cutoff date for the first check paid in October.

*Except summer quarter, when the deadline for entering appointment and distribution information is per the date posted above.

Department Appeals for Appointee Coverage

If an appointee is not eligible for benefits because of the delayed entry of the appointment and/or distribution information, the department may file an appeal for appointee coverage. All appeals must be in writing and must be signed by the dean or chair, as appropriate, and received by the Benefits & Work/Life Office within 10 business of being notified by the appointee that he/she is/was not covered based on the delayed entry of the appointment and/or distribution. An appeal for coverage must include the following:

• An explanation of why the appointment and/or distribution was entered into the payroll system after the published deadline;
• An account of the actions being taken to ensure that the situation does not arise again;
• A demonstration that an exception to the plan rules is warranted and that the department should not be held financially responsible for claims for the ineligible period; and
• A commitment to pay for retroactive premiums, should the appeal be accepted, and the appropriate budget number for the transfer of funds.

Send eligibility appeals to:
UW Benefits & Work/Life Office
GAIP Appeal, Campus Mail Box 355660
A Benefits staff member will review the appeal and notify the appointee and department of the eligibility determination within 10 business days of receiving all documentation.

Delayed Funding Options

Eligibility for GAIP coverage is based on the calendar month, rather than the quarterly appointment dates.

The date the department enters the eligible appointment into the UW payroll system, or notifies the Benefits Office of self-pay eligibility, determines the effective date of eligibility for the appointee's benefits as outlined below. Retroactive appointments do not create retroactive benefits eligibility. If funding from a source is delayed, departments may wish to use one of these alternatives to ensure that pay and benefits are provided in a timely way:

• Initiate the appointment on an alternate budget, then transfer funds once the funding is completed, OR
• Request an advance budget number assignment. This process is outlined at: www.washington.edu/research/osp/gim/gim9.html

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