Date
of Last Review 5/7/08
SME: Director of Personnel Systems Management
This topic explains the tuition reimbursement process.
UTHCPC allocates a discreet sum of money each fiscal year to reimburse tuition and educational expenses of qualified personnel.
UTHCPC only approves tuition reimbursement when:
 | The training in question is sufficiently related to the employee's current or prospective duty assignment to produce a beneficial effect to UTHCPC. The benefit to the institution must be well documented on the application. |
| Funds are available |
Tuition reimbursements should not exceed:
| $3200 per employee per fiscal year for full-time employees. The maximum amount available for part-time employees is pro-rated based on their FTE. Tuition is refunded until which time the employee has reached the maximum $3200 limit per fiscal year. |
The following courses may qualify for tuition reimbursement:
| Graduate course on a degree plan |
| Undergraduate course on a degree plan |
| Non-degree course |
| Certifying and /or re-certifying examination |
Employees must fulfill all of the following criteria to be eligible for tuition reimbursement:
| Full-time employee (40 hours per week) who has completed their probationary period. (Employees who were full-time but were reduced to part-time as a result of a reduction in force will still be eligible for tuition reimbursement provided all other criteria are met.) Part-time employees with a .50 fte or greater who has completed their probationary period are eligible for reimbursement based on their FTE at the time of reimbursement. Reimbursement is pro-rated based on the employee’s FTE when reimbursement is processed. The only exception to the FTE requirement will be for Nurse Technicians who will be eligible for full reimbursement of the NCLEX Review Course and NCLEX Exam regardless of FTE. |
| Receive a C or better in an undergraduate course |
| Receive a B or better in a graduate course |
| Received at least a "meets standards" performance rating on the last performance evaluation prior to application |
| Not currently involved in a corrective action for performance issues |
| Not have received tuition reimbursement from UTHCPC for a second degree on the same degree level |
Exception: The Administrator may make exceptions to the following qualifications if s/he decides it is in UTHCPC's best interest.
The following table describes the eligibility of several expenses and privileges in the tuition reimbursement plan:
Eligibility |
Expenses and Privileges | ||||||||||
Eligible |
| ||||||||||
Not Eligible |
|
UTHCPC will fund private schools only up to the equivalent level of a state-funded college or university. Employees choosing a non-state funded school must submit documentation of the tuition of a state-funded school with their application.
The Tuition Reimbursement Administration (TRA) is appointed by the Administrator.
Responsibilities
The TRA has the following responsibilities:
| Review and prioritize all applications for tuition reimbursement |
| Approve eligible applications |
| Track each employee's total reimbursement for each calendar year |
| Monitor compliance with the terms established in this topic |
| Maintain records of employee education |
| Recommend changes to the tuition reimbursement process and guidelines after review from the Human Resources Competency Committee |
Employees must apply and gain approval for tuition reimbursement before the start of the course. Applications need to be received and date-stamped by Personnel Systems Management before classes begin.
Employees failing to notify their departments upon completion of a course approved for reimbursement may forfeit all UTHCPC educational privileges.
This table describes the tuition reimbursement application process:
Stage |
Description | |||||||||||||||
1 |
The employee completes the Job-Related Training and Education: Employee Request form. | |||||||||||||||
2 |
The employee obtains the written consent of his/her immediate supervisor. | |||||||||||||||
3 |
The employee submits the form and written consent to the TRA before the course starts. A copy of the fee statement and a semester schedule should be attached to the application. | |||||||||||||||
4 |
The TRA reviews and prioritizes each application. | |||||||||||||||
5 |
The TRA decides which applications to approve. | |||||||||||||||
6 |
The TRA notifies the applicant of its decision in writing. | |||||||||||||||
7 |
The employee uses this table to determine what happens next:
| |||||||||||||||
This table describes the tuition reimbursement process:
Stage |
Description | |||||||||||||||||||
1 |
The employee pays for the expenses with his/her own funds up-front. | |||||||||||||||||||
2 |
The employee submits originals of the following documents as soon as possible after the last day of class:
Per HOOP policy 2.45 -The employee will submit after the last day of class. | |||||||||||||||||||
3 |
The TRA verifies grades and fees. The college or university may be contacted in the verification process. | |||||||||||||||||||
4 |
The TRA approves or denies reimbursement. | |||||||||||||||||||
5 |
The TRA uses this table to determine what happens next:
| |||||||||||||||||||
6 |
The TRA submits the following documents to Financial Operations:
| |||||||||||||||||||
5 |
Financial Operations submits the reimbursement check to the TRA Chair. | |||||||||||||||||||
6 |
The TRA Chair contacts the employee. | |||||||||||||||||||
7 |
The employee signs for the check. | |||||||||||||||||||
The Joint Commission Human Resources Standards
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