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Benefits

GAIP: Information for departments

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

Download a GAIP benefits summary PDF that you can share with prospective student employees.

GAIP-eligible appointments

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

  • Appointments with UW-paid benefits (including fellows and trainees)
  • Self-pay appointment
  • Self-pay due to loss of coverage, while on approved academic leave, or approved leave of absence
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 FTE, and paid on two consecutive pay periods, and you must hold an eligible title (as shown below).

*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 the UW Benefits Office 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:

Code Title Eligible Earn Type
0801 Predoctoral Teaching Associate 2 GSA/GSO*
0802 Predoctoral Teaching Associate 1 GSA/GSO
0803 Teaching Assistant GSA/GSO
0804 Predoctoral Instructor GSA/GSO
0805 Predoctoral Lecturer GSA/GSO
0806 Predoctoral Instructor GSA/GSO
0807 Predoctoral Lecturer GSA/GSO
0808 Predoctoral Researcher GSA/GSO
0809 Predoctoral Instructor GSA/GSO
0810 Predoctoral Lecturer GSA/GSO
0811 Predoctoral Researcher GSA/GSO
0815 Predoctoral Teaching Associate 2 GSA/GSO
0816 Predoctoral Teaching Associate 1 GSA/GSO
0817 Teaching Assistant GSA/GSO
0818 Predoctoral Teaching Associate 2 GSA/GSO
0819 Predoctoral Teaching Associate 1 GSA/GSO
0820 Teaching Assistant GSA/GSO
0830 Academic Research Appointee GSA/GSO
0831 Rotation Research Appointee GSA/GSO
0832 Top Scholar Research Appointee GSA/GSO
0838 Predoctoral Staff Associate 2 GSA/GSO
0839 Predoctoral Staff Associate 1 GSA/GSO
0840 Graduate Staff Assistant GSA/GSO
0841 Predoctoral Staff Associate 2 GSA/GSO
0842 Predoctoral Staff Associate 1 GSA/GSO
0843 Graduate Staff Assistant GSA/GSO
0844 Predoctoral Researcher GSA/GSO
0845 Predoctoral Research Associate 2 GSA/GSO
0846 Predoctoral Research Associate 1 GSA/GSO
0847 Research Assistant GSA/GSO
0848 Predoctoral Research Associate 2 GSA/GSO
0849 Predoctoral Research Associate 1 GSA/GSO
0850 Research Associate GSA/GSO
0851 Predoctoral Research Associate 2 GSA/GSO
0852 Predoctoral Research Associate 1 GSA/GSO
0853 Research Assistant GSA/GSO
0854** Graduate Research Student Assistant GSA/GSO
0855 Predoctoral Staff Associate 2 GSA/GSO
0856 Predoctoral Staff Associate 1 GSA/GSO
0857 Graduate Staff Assistant GSA/GSO
0891 GPSS/Appointee GSA/GSO
0895 Pharmacy Professional Staff Assistant 2 GSA/GSO
0896 Pharmacy Professional Staff Assistant 1 GSA/GSO

* 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 and 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 consecutive pay periods.

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.

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 Office in the form of a spreadsheet for multiple appointments. Send a spreadsheet attachment to benefits@uw.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.

Deadlines for entering appointments and distributions

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 2016 Oct 10 Oct 4 Oct 1
Oct 25 Oct 19 Nov 1
Nov 10 Nov 4 Nov 1
Winter 2016 Jan 11 Jan 5 Jan 1
Jan 25 Jan 19 Feb 1
Feb 10 Feb 4 Feb 1
Spring 2016 Apr 11 Apr 5 Apr 1
Apr 25 Apr 19 May 1
May 10 May 4 May 1
Summer 2016 June 24 June 20 July 1

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

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

File an appeal 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 UW Benefits Office within 10 business of being notified by the appointee that they were 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:

Attention: GAIP Appeals
UW Benefits Office
Campus Mail Box 359556

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.

Options when funding is delayed

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 in Grants Information Memorandum 9