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Upcoming TGS Financial Aid Processing Deadlines

Modified: November 3, 2014

Winter Quarter Deadlines for Award Entry in SES
The Winter Quarter 2014-15 deadline for entry of students’ awards in SES is Monday, December 1, 2014.  All awards for winter quarter and, to the extent possible, for subsequent quarters should be entered by that date.

  • Stipend Awards with Item Types 61
    When entering stipend awards with item types beginning with 61, TGS processes the changes in FASIS.  Therefore, if you make any additions, reductions and/or cancellations to such awards, notify TGS Financial Aid, indicating the student’s name, ID and transaction # in the subject line.
  • Stipend Awards with Item Types 62
    Please complete paper position/appointment forms for any additions, reductions and/or cancellations of stipend awards with item types beginning with 62.  Paper forms must be submitted by Payroll’s stated deadlines in order for the student to be paid on December 30th.  The interface on September 10, 2014 only transmitted stipend awards that began on September 1st and were continuous on the same chart string at the same pay rate. 
  • Winter Term Admit Smart Page Entries
    Generally, winter quarter stipends are paid December, January and February, with the exception of winter quarter admits.  You must notify TGS Financial Aid if you enter stipend funding in SES Smart Pages for any graduate student with an admit term of Winter 2015 since special handling is required. 
  • Instructions for Dual Career Students
    As you may recall, with the implementation of the Smart Pages, you are not able to complete data entry for students who are in dual careers.  Please submit a spreadsheet with required information, so that TGS financial aid staff can complete this data entry.  The spreadsheet template that you may use to provide us with the necessary information is attached.  Please submit the spreadsheet no later than Friday, November 21, 2014, so we can complete the entry and allow you sufficient time to proof it.


Invoices and Tuition Award Entry
Invoices are generated on the 10th of each month. Tuition awards must be entered prior to that date so that appropriate credits or debits appear on students’ accounts.  Late fees of $200 will be applied beginning November 6, 2014.

  • Winter Quarter Registration
    Winter quarter registration begins on Monday, November 17, 2014.  To facilitate your students’ registration, it would be beneficial to have tuition entries for fall quarter entered prior to November 6, 2014.    
  • Winter Quarter Tuition Entry Deadline
    If students pre-register for winter, the winter quarter tuition will be charged beginning on December 1st and will appear on their December 10th invoice.  Winter quarter tuition must be entered by December 9, 2014.
  • FICA Deadline
    Graduate students who are scheduled to receive pay on December 30th must register by 5pm on December 19, 2014 in order to avoid having Social Security/Medicare tax (FICA) deducted.  Only students who are being funded entirely or partially as graduate assistants, teaching assistants and research assistants are subject to FICA if they are not registered.
  • Late Registration
    If registration occurs after 5pm on December 19, 2014 and FICA tax is deducted, students should print out a copy of their confirmed registration from CAESAR and submit to the appropriate Evanston or Chicago Payroll Office.  A refund of FICA tax will be processed within 60 days.  If students are unable to obtain a copy of their confirmed registration from CAESAR, they should contact the Office of the Registrar.