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.
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|
|0815||Predoctoral Teaching Associate 2||GSA/GSO|
|0816||Predoctoral Teaching Associate 1||GSA/GSO|
|0818||Predoctoral Teaching Associate 2||GSA/GSO|
|0819||Predoctoral Teaching Associate 1||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|
|0845||Predoctoral Research Associate 2||GSA/GSO|
|0846||Predoctoral Research Associate 1||GSA/GSO|
|0848||Predoctoral Research Associate 2||GSA/GSO|
|0849||Predoctoral Research Associate 1||GSA/GSO|
|0851||Predoctoral Research Associate 2||GSA/GSO|
|0852||Predoctoral Research Associate 1||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|
|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.
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 email@example.com. 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 2017||Jan 10||Jan 4||Jan 1|
|Jan 25||Jan 19||Feb 1|
|Feb 10||Feb 6||Feb 1|
|Spring 2017||Apr 10||Apr 4||Apr 1|
|Apr 25||Apr 19||May 1|
|May 10||May 4||May 1|
|Summer 2017||June 26||June 19||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