Tuition/Fee Reimbursement Policies

Note: This information does not apply to coursework or training which the employee is directed to take by the supervisor, coursework or training under the faculty or academic staff professional development programs or meetings, conferences and workshops where the training is paid directly by the department, college or University.

Policy

IMPORTANT: Approval for reimbursement must be obtained PRIOR to the START of the coursework or training.

The decision to reimburse employees for tuition or fees for coursework and training is optional and depends on the availability of funding and relationship of the training to the needs of the employing unit. The policies and procedures may vary according to the type of employee. In general, CALS departments and centers must initially determine whether they have the resources to provide reimbursement and whether the reimbursement request falls within the constraints and definitions found in General Administrative Policy Paper 25-Rev(6). Requests for reimbursement may be denied where the department or center determines that neither the course nor the degree pursued is of sufficient benefit to the UW or resources are not available.

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.

For further information see "Career-Related vs Employer-Required Tuition Reimbursement Requirements" Appendix 12-A and Appendix 12-B.

Procedure

Employees must initiate the request and receive ALL approval for reimbursement PRIOR to the START of the coursework or training; however actual reimbursement is not provided until after successful completion of the coursework or training.

See the procedures found in General Administrative Policy Paper 25-Rev(6).

Approval must be obtained from the supervisor, the department chairperson, the CALS dean's office and the campus Academic Personnel Office or the Classified Personnel Office. Approval by the department chair indicates that the department has the funding to cover the reimbursement. The request form should be submitted to the CALS Office of Human Resources, along with an indication of the source of funding to be used for the reimbursement.

Requests for approval for reimbursement should be submitted to CALS Human Resources Office, 240 Ag Hall, after approval by the supervisor and department chair.