Employee Tuition Assistance Program: Frequently Asked Questions
What is the Employee Tuition Assistance Program?
The Employee Tuition
Assistance Program provides reimbursement of tuition for classes taken
at Duke or any other higher educational institution accredited by the Southern
Association of Colleges and Schools with a physical presence in North Carolina. This
program provides reimbursement of tuition for a maximum of two classes per
semester or quarter (limit six semester classes or 8 quarter classes per
calendar year) up to $5,000 per calendar year for full-time employees with at least two years of
continuous service.
Why is Duke introducing a new tuition assistance program?
The new Employee Tuition Assistance Program is a direct result of recommendations from the Women's Initiative
to expand professional development opportunities for staff and is based upon the recent pilot program. Because
the existing Educational Assistance Plan was limited to courses offered at Duke, the new program provides more
opportunity for faculty and staff to take classes at community colleges or other higher educational institutions
that may be closer to home, offer classes at night, or offer classes not available at Duke and receive reimbursement
of tuition for those courses.
Who is eligible to apply for the Employee Tuition Assistance program?
You are eligible to apply for the program if you:
- Have completed two or more years of continuous service as a regular
full-time employee in a benefits-eligible category
- Are an active full-time (30 hours or more/week) staff member or an active regular full-time faculty member scheduled to work at least 40 hours per week
- Meet the two year service requirement and are actively working on or before the following dates:
- September 1 for fall semester,
- January 1 for spring semester, and
- May 1 for summer school
- In good standing with a satisfactory performance record, and your application is approved by your supervisor (and Associate Operating Officer or equivalent for DUHS).
What classes can be reimbursed?
To be eligible for reimbursement, courses must meet the following guidelines:
- Must be related to the employee's current job or continued career growth at Duke
- Must provide academic credit
- Must be listed in the institution's course catalogue
- Must be taken at Duke or any other higher educational institution with a
physical presence in North Carolina that is accredited by the Southern Association of Colleges and Schools.
- Must be documented as part of an employee's professional development plan
- Must be completed with a grade of "C" or better, or "Pass" if a grade is not provided
Courses can be classroom, video-based, distance learning, web based, e-learning, and certain correspondence
coursework. ESL (English as a Second Language) courses that are offered through any higher educational institution
accredited by the Southern Association of Colleges and Schools are also eligible for reimbursement.
How do I know if a school is accredited by the Southern Association of Colleges and Schools?
A list of schools accredited by the Southern Association of Colleges and
Schools is available online or by calling (404) 679-4500.
Is there a dollar maximum or course maximum that can be reimbursed?
Yes, reimbursement is available for a maximum of six semester courses or eight quarter classes per calendar
year with a maximum of two courses taken in any one semester/quarter (i.e. spring, fall, summer). The maximum
that can be reimbursed in calendar year 2007 is $5,000. Reimbursement is limited to incurred tuition expenses.
Transportation costs, late fees, parking costs, graduation fees, examination fees, textbooks, supplies, registration
fees, student fees, and other similar costs are not eligible for reimbursement.
Is there a grade requirement to receive tuition reimbursement?
Yes, the approved course must be successfully completed with a "C" or better in a course where a grade is
provided or official documentation from the institution that the course was "Passed" or "Satisfactory" for
coursework where a final grade is unavailable. An "Incomplete" is unreimbursable until a final grade is issued.
Will I have to repay the money if I leave employment at Duke?
Participants must agree to remain at Duke for two years following a total
reimbursement of $2,500 or more. If you voluntarily terminate employment before
completing two years of service after receiving tuition reimbursements from Duke
totaling at least $2,500, you must repay 50% of the amount reimbursed over
$2,500. Duke Benefits reviews the two years prior to your last day worked to
determine if you have received total tuition reimbursement payments in excess of
$2,500, If you have received more than $2,500 in payments during this period,
then you must repay 50% of the amount reimbursed over $2,500. Refer to the chart
below for an example of the repayment calculation.
Repayment Calculation Example:
Employee's last day worked: April 8, 2010
Two year look back period: April 8, 2008 to April 8, 2010
| Date of Tuition Payment |
Amount of Payment |
| May 15, 2007 |
$3,500 |
| December 15, 2007 |
$1,500 |
| May 16, 2008* |
$1,750 |
| December 16, 2008* |
$2,400 |
| *Total tuition payments made within two year look
back period: |
$4,150 |
| MINUS |
$2,500 |
| Sub-total |
$1,650 |
| |
|
| ***Amount to be repaid by employee (50% of $1,650): |
$825 *** |
How and when do I apply?
Application forms are available
online or at the Duke Human Resources office
at 705 Broad Street. Applications should be submitted before the beginning of
each semester/quarter for classes that you are requesting reimbursement. If
you are interested in participating in the program, you should first discuss
your professional development plan with your supervisor. Once you and your
supervisor have approved a course or courses that are related to your current
job or will enable continued career growth at Duke and this is documented in
your professional development plan, you and your supervisor should complete and
submit the application by mail or fax to:
Duke Human Resources Benefits
Employee Tuition Assistance Program Administrator
P.O. Box 90502
Durham, NC 27705
Fax: (919) 681-8774
Phone: (919) 684-5600
DUHS applications must also be signed the staff member's Associate Operating
Officer or equivalent.
How will I know whether my application is accepted for reimbursement?
Duke Human Resources Benefits will send you a confirmation statement by email or fax within 10 business days
after Benefits receives your completed application. The confirmation statement will indicate whether your
application has been approved for reimbursement upon successful completion of the class. Keep a copy of
your confirmation statement to send with the documentation of successful completion and proof of the tuition
payment and amount.
How do I get reimbursed?
After you have completed the course, send official institutional documentation of successful completion
(a "C" grade or better, "Pass" or "Satisfactory") and proof of the tuition payment (copy of your receipt
and copy of the paid bill) to:
Duke Human Resources Benefits
Employee Tuition Assistance Program Administrator
P.O. Box 90502
Durham, NC 27705
Fax: (919) 681-8774
Phone: (919) 684-5600
Please also send a copy of the confirmation statement you received from Duke Human Resources in the
application process to expedite the reimbursement.
Is there financial assistance available to help me pay for the upfront tuition cost?
There are many financial aid programs available at schools. For instance,
Durham Technical Community College, North Carolina State University, University
of North Carolina - Chapel Hill and North Carolina Central University offer
loans and in some cases, grants and scholarships to part-time students. More
details are available on each of these schools' web sites.
When should I make a request for tuition reimbursement?
Within 30 days following your successful completion of the course.
How long will it take to receive my reimbursement after I have provided the necessary documentation?
Please allow four weeks for reimbursement following receipt of your proof of tuition payment and grade information.
How will I receive my tuition reimbursement money?
If you have your pay direct deposited, then your tuition reimbursement payment will be direct deposited
into your account. This will be separate from your payroll deposit. A notice will be sent to you from
Employee Travel & Reimbursement once the check has been deposited.
If you receive a paycheck rather than direct deposit for your normal paycheck, your tuition reimbursement
will be in a separate check that you will need to pick up at the Employee Travel & Reimbursement Office.
A notice will also be sent to you from Employee Travel & Reimbursement informing you that the check is
ready to be picked up. Your check should be ready to be picked up within two weeks from receipt of your
proof of tuition payment and grade information.
Can I be reimbursed for taking classes out of state?
No, all educational institutions must have a physical or satellite campus located within the state of
North Carolina. Because of the number of quality educational institutions in the state and the increased
cost of out-of-state tuition, Duke has chosen to limit funding to in-state schools to help extend financial
support to more employees. Schools must also be accredited by the Southern Association of Colleges and
Schools to ensure the institution's academic credibility.
If I am on a leave of absence, can I participate in the Employee Tuition Assistance Program?
If you are on a leave of absence, you are not eligible to apply or participate in the program. However,
if you apply and receive approval to participate in the program prior to your leave of absence and return
from your leave prior or on the start date of your class, you would be eligible for reimbursement of
tuition upon successful completion of the course. In addition, if you take an intermittent leave of absence
and continue to work 30 or more hours per week, you are eligible to participate in the program during your
leave of absence.
If you are a regular full-time faculty member who is on a sabbatical leave approved in writing by Duke, you will be
considered to be employed as a regular full-time employee. Likewise, if you are a regular full-time faculty member or
regular full-time non-faculty employee who is on a long term disability leave approved in writing by Duke, you will also
be considered to be employed as a full-time employee or faculty member for as long as you are actually receiving
benefits under the Disability Program.
Where do I go for more information and the application form?
You can find more information online,
by visiting the Duke Human Resources office at 705 Broad Street, or by calling
Duke Benefits at (919) 684-5600.
|
