TUITION REIMBURSEMENT
(UW-Parkside Employee Educational Assistance Program) Authorization Form: The form, "Request for Authorization to Reimburse Employee's Fee/Tuition" is available here or from our office at extension 2204.Policy: It is the policy of the University of Wisconsin System to promote continuing education of eligible staff. Employees may be reimbursed for authorized coursework for credit and training within the constraints listed below and within the constraints of the Tuition Reimbursement Account and/or departmental budgets. An unclassified employee must have a half time or greater appointment and a classified employee must have a permanent or project appointment to be eligible for reimbursement. Limited term employees, employees in training, and student help are not eligible.
Exclusions: The University Employee Educational Assistance Program does not address coursework or training under the faculty or academic staff professional development programs or employer-directed coursework or training including meetings, conferences and workshops, i.e., that training which is paid directly by the employer.
Eligible Coursework or Training: Represented classified staff are governed by the applicable bargaining agreement. For unclassified staff and non-represented classified staff, coursework or training which will improve the employee’s job performance will be eligible for reimbursement consideration. Typically this would include acquiring skills and knowledge necessary for advancement to positions closely related to the current job or to advance to another job which is pertinent to the mission of the UW System. Coursework or training undertaken at an employee’s initiative for self-enrichment does not qualify. Normally, coursework is taken on an employee's own time.
Coursework may be taken at any state accredited public or private higher educational institution or VTAE district institution. Coursework at UW System institutions is encouraged. If a needed course is not available at a UW institution or technical college it may be taken at a Wisconsin private college or university but reimbursement is normally limited to the rate of an equivalent course at a UW institution. Internet courses may be substituted at the discretion of the campus. Due to numerous questions regarding internet course work, it will be necessary to get PRIOR APPROVAL from the HR Office. Please contact the HR Office for additional information and guidance. Preference should be given to UW Internet courses.
Summary of Payment:
- Represented Classified Staff: 75% reimbursement of tuition and fees may be provided for successful completion of approved job or career related coursework including coursework which may lead to advancement to another job pertinent to the mission of the university as per the appropriate contract guidelines. Please review the specific contractual guidelines for the rules that pertain to you.
- WSEU (Blue Collar and Non-Building Trades, Administrative Support, Technical, Law Enforcement)
- Science and Professional
- WPEC Employees (Fiscal/Staff Services)
- Engineering
- Non-Represented Classified Staff: 75% reimbursement of tuition and fees may be provided for successful completion of approved job or career related coursework including course work that may lead to advancement to another job pertinent to the mission of the university. No more than one (1) course not exceeding (5) credits, or training equivalent, in a semester or summer session should be reimbursed.
- Unclassified Staff: 75% reimbursement of tuition and fees may be provided for successful completion of approved job or career related coursework including course work that may lead to advancement to another job pertinent to the mission of the university. No more than one (1) course not exceeding five (5) credits, or training equivalent, in a semester or summer session should be reimbursed.
Funding of Reimbursement
The 75% reimbursement of tuition and fees will be charged to the Human Resources Career Development Fund. If this fund has been exhausted, the reimbursement will be charged to departmental funds. “REQUEST FOR AUTHORIZATION TO REIMBURSE EMPLOYEE’S FEE/TUITION” FORMS THAT ARE SUBMITTED TO HUMAN RESOURCES AFTER THE COURSE BEGINS WILL NOT BE PAID FROM THIS FUND. Departmental approved “Request for Authorization to Reimburse Employee’s Fee/Tuition” forms received by the Human Resources Office after the course begins will be charged to the employing department.
Procedures for Authorizing Career-Related Education: Employees seeking tuition reimbursement approval must complete a “Request for Authorization to Reimburse Employee's Fee/Tuition” form (available from the Human Resources Office). A request must be completed and approved prior to the commencement of the course. If the course or training is through a private institution, briefly explain why an alternative is not available at a UW institution or technical college and how the tuition compares with that of a UW or technical college. Request forms must be routed to the supervisor, department/division head, hiring authority, and Human Resources for approval. Approvals are contingent upon funding availability unless otherwise required by contract. Final approval authority is vested in the Vice or Assistant Chancellors. Books and supply costs are not reimbursable. “REQUEST FOR AUTHORIZATION TO REIMBURSE EMPLOYEE’S FEE/TUITION” FORMS THAT ARE SUBMITTED TO HUMAN RESOURCES AFTER THE COURSE BEGINS WILL NOT BE CONSIDERED FOR PAYMENT FROM THE HUMAN RESOURCES CAREER DEVELOPMENT FUND. Departmental approved “Request for Authorization to Reimburse Employee’s Fee/Tuition” forms received by the Human Resources Office after the course begins will be charged to the employing department.
Procedures for Reimbursement of Career-Related Education Expenses:
Tuition and fees shall be reimbursed only upon successful completion of the course if the employee is still employed at the institution. Any financial aid received by the employee for tuition and fees shall be taken into account when determining the amount to be reimbursed.
Staff receiving approval must submit the following items when requesting final reimbursement at the end of the academic term:
- A completed Request for Authorization to Reimburse Employee’s Fee/Tuition Form (approved prior to enrollment).
- Evidence of having paid reimbursable fees (a fee receipt).
- Evidence of successful completion of the coursework or training (original grade report or certification of completion).
- A completed Travel Expense Report.
Requests for reimbursement which do not include all the above requirements will be denied.
Reimbursements shall be classified into one of two categories:
Class Codes:
2180: Training & Develop-Career-Undergraduate - Tuition and fees for undergraduate level courses at an educational institution (e.g., a UW campus, private university, vocational/technical school, etc.) or other course taken to meet the minimum educational requirements for a job, or will qualify the employee for a new trade or business.
- Refer to UW -System Educational Assistance Policy for faculty and staff (G25).
- Refer to Account 2181 for graduate level courses.
2181: Training & Development - Career Graduate - Tuition and fees for courses that are taken to meet the minimum educational requirements for a job or will qualify the employee for a new trade or business. Graduate level courses that are career-related rather than job-related, and professional development courses such as Bar Exam Review, CPA Review, etc., should be charged to this code. The IRS generally considers courses leading to the completion of a professional degree in a given field or discipline to be education that qualifies the employee for a new trade or business.
Job Related Coursework: For coursework that appears to be Job-Related, please contact the Human Resources Office immediately for the form, “Job Related Justification for Educational Coursework.” This form will have the UW-System definition and the IRS definition for your review.
Approval Form:
Request for Authorization to Reimburse Employee's Fee/Tuition
