4.24 Tuition Assistance For Employees Family

Last Revised: 31 January 2020
Refer Questions to: Human Resources

Scope

This policy applies to full-time and part-time (20 hours per week or more or at least half time) regular status faculty, teachers, and staff in all offices and divisions of Gallaudet University and to their dependent children, spouses, or registered domestic partners, unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents. This policy applies only to employees who were hired prior to September 1, 2019. Employees hired on or after September 1, 2019, including re-hires after that date, are not eligible to receive tuition assistance under this policy.

Policy

Recognizing the value of employment longevity and the benefits of a formal education beyond the secondary school level, Gallaudet offers tuition assistance to employees with five or more years of cumulative service who have children, a spouse or registered domestic partner who wish to enroll as students in an accredited undergraduate college degree program or in an accredited post-secondary vocational-technical training program. Tuition assistance is not available for programs beyond the bachelor’s degree. Tuition assistance monies may be applied towards tuition, mandatory fees (those required of all students at the time of registration), on-campus or off-campus housing, and/or on-campus board costs. Appropriate documentation will be requested for all support.No assistance is granted for courses which are eligible for reimbursement under a different program. All IRS and U.S. Tax Court rulings regarding withholding and reporting requirements for tuition assistance benefits are followed by the University, and the University makes no promises or guarantees as to the tax treatment of tuition assistance. A dependent child is defined in accordance with IRS regulations.

1. Eligibility The University reimburses eligible employees for each course taken by their eligible family member during an academic year up to the amount of Gallaudet’s Board-approved full-time U.S. student tuition for the same academic year. No eligible employee may receive more than four times Gallaudet’s current academic year tuition during his/her lifetime, and no employee may receive more than the actual expenses covered under this policy. Benefits are paid on a sliding scale beginning with five years of cumulative service in a regular status or extended temporary status position. Full-time employees with 10 or more years of cumulative service receive the full benefit. Tuition assistance is prorated for part-time employees according to the number of hours or percentage of time normally scheduled to be worked at the time of application.

   Years of Cumulative Service	Maximum Yearly Benefit for Full-Time Employees
   5 years	50% of Gallaudet’s full-time U.S. student tuition rate
   6 years	60% of Gallaudet’s full-time U.S. student tuition rate
   7 years	70% of Gallaudet’s full-time U.S. student tuition rate
   8 years	80% of Gallaudet’s full-time U.S. student tuition rate
   9 years	90% of Gallaudet’s full-time U.S. student tuition rate
   10 years or more	100% of Gallaudet’s full-time U.S. student tuition rate

2. Reimbursement Reimbursement is provided only for expenses actually incurred (e.g., employees may not receive reimbursement for tuition/fees that were covered by scholarship). Receipt of the benefit for one year or semester is not a guarantee of continued benefits for future semesters or courses. The University may, at its discretion, deny a request for tuition assistance from any employee. The employee must be employed at the University at the time that reimbursement pursuant to this policy would otherwise be due to the employee in order to remain eligible for such reimbursement. Gallaudet employees who are children or the spouse or registered domestic partner of other Gallaudet employees are not eligible for tuition assistance under this policy.
3. Conditions Before the course begins, the employee must submit a Tuition Assistance form. Tuition assistance is paid to the employee within 90 days after the satisfactory completion of the course and the employee’s complete and timely submission of all required materials. In addition to the tuition assistance form (submitted before the course begins), the employee must submit a tuition statement, satisfactory grade report and other documentation requested by the University, as soon as possible but no later than 30 days after course completion. Audited course tuition and fees are not reimbursed to the employee. Tuition assistance will not be provided to employees who have outstanding financial obligations to the University, or who have not submitted required materials to Gallaudet, including presenting proof of satisfactory course completion. “Satisfactory course completion” is defined as a grade “C” or better or “pass” if under a pass or fail grading system. In the event a grade or pass/fail is not assigned to the course, the recipient of tuition assistance must submit a statement from the advisor or school administrator that he/she has successfully completed all course objectives. If a course is canceled, or the student withdraws from the course, and the student’s coursework drops below the original request or falls below a full-time course load as defined by the student’s university, the employee must reimburse the University. In the event the course is canceled; the student withdraws from the course; the student does not satisfactorily complete the course; the employee does not submit evidence of satisfactory course completion within the specified timeframe; the employee does not abide by the above conditions; or the employee voluntarily leaves the University while the course is in progress or by the time that reimbursement is due to the employee, then the employee will forfeit reimbursement. In accepting tuition assistance, the employee acknowledges and accepts the terms and conditions outlined in this policy. If the employee does not comply or submits falsified or intentionally inaccurate information in order to qualify for tuition assistance, the University will take disciplinary action, up to and including discharge from the University, or legal action as needed, including potential implementation of collection procedures if necessary.

Approved by: Gallaudet University Board of Trustees