Tuition Assistance Policy Related to Institutional Job Needs

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Tuition Assistance Policy Related to Institutional Job Needs
UTMDACC INSTITUTIONAL POLICY # ADM0270
TUITION ASSISTANCE POLICY RELATED
TO INSTITUTIONAL JOB NEEDS
PURPOSE
The purpose of this policy is to support continuing education that is related to institutional job needs,
supports our mission, and complies with all state and federal regulations, and tax laws.
POLICY STATEMENT

It is the policy of MD Anderson to provide limited tuition assistance to qualified employees who are
furthering their education.

Tuition reimbursement funds are awarded based on degree priority to meet the critical job needs of
the institution and available financial resources.

Employees may receive up to a maximum amount of tuition assistance per fiscal year (September 1
through August 31) based on their degree plan selection and level of tuition assistance.
SCOPE
This policy applies to all regular, full-time or part-time (50% or more FTE) faculty, administrative staff, and
classified employees who are employed at the time of reimbursement. Educational appointments and
temporary and hourly employees are not eligible. Faculty and other MD Anderson employees who
terminate prior to actually receiving an otherwise eligible reimbursement are not eligible. Probationary
requirements apply, employees must have completed at least 180 days of employment with MD
Anderson prior to beginning an eligible course.
Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of
MD Anderson’s workforce.
TARGET AUDIENCE
The target audience for this policy includes, but is not limited to, all regular, full-time or part-time (50% or
more FTE) faculty, administrative staff, and classified employees who are employed at the time of
reimbursement.
DEFINITIONS
Accredited Institution: A school, college, or university accredited by a major accrediting agency such
as the Southern Association of Colleges and Schools (see List of Accredited Institutions).
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UTMDACC INSTITUTIONAL POLICY # ADM0270
Approved Courses: Courses approved for Level 1 – must earn college credit hours at an accredited
institution or must earn continuing education units that are applied toward an approved "certification."
"Certificates of completion" are not eligible for reimbursement under the Tuition Assistance Program
(TAP). Courses approved for Level 2 – Courses must earn college credit hours that are applied toward
specific degrees. See List Approved Courses.
Fiscal Year: September 1 through August 31.
Non-Reimbursable Fees: Late fee, pay plan fee, drop/add fee, parking fee, materials/resource fee,
counseling/advising fee.
Probationary Requirement: Employed by MD Anderson for at least six (6) months before the beginning
of the course.
Reimbursable Course Fees: Building use fee, technology fee, student services fee, registration fee,
library use fee, distance education fee, recreation fee, health, and insurance fees for students in healthrelated studies, required lab fee, graduation fee.
Tuition Assistance: Financial assistance provided to employees upon the successful completion of
eligible courses.
PROCEDURE
1.0
Assistance Qualification
Only courses determined by Human Resources to meet eligibility requirements, and successfully
completed with a grade of at least “C” or “Pass” qualify for assistance.
2.0
Tuition Assistance Levels
2.1
Tuition assistance levels are determined by the institution's critical job needs and available
financial resources and are subject to change. These changes may affect an employee's
maximum tuition assistance allowance based on their tuition assistance level.
2.2
Tuition assistance level is based on the employee's degree plan selection.
2.3
Level 1 Assistance:
Unless otherwise notified, all participants will be considered at Level 1. Maximum
reimbursement for this level is $2000 per Fiscal Year.
2.4
Level 2 Assistance:
Following Human Resources approval of the participants official Degree Plan, notified
participants are eligible for a maximum reimbursement of $5,250 per Fiscal Year.
2.5
Rolling Grandfathered:
Degree levels are subject to change as determined by the institution’s critical job needs. All
employees that are enrolled in a Level 2 degree which moves to a Level 1 degree status will
be grandfathered at the Level 2 maximum tuition assistance rate of $4,000 per Fiscal Year for
tuition, required course fees, and books. The rolling grandfathered $4,000 maximum
allowance will be in effect for a three-year period.
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UTMDACC INSTITUTIONAL POLICY # ADM0270
3.0
Applying for Assistance
The employee should access forms, deadlines, and requirement information on the Tuition
Assistance site. See Human Resources : Employee Development : Tuition Assistance
Program.
4.0
External Funding
The employee must identify external funding that he/she has received from another entity (e.g.,
scholarships, grants, GI Bills). Failure to identify external funding, if applicable, may result in
assistance denial and/or disciplinary action. (See Required Documents, Section 4.0.)
5.0
Grade Submission
Upon course completion, the employee shall identify letter grade and credit hours earned for each
course. (See Required Documents, Section 4.0.)
6.0
Required Documents
6.1
Within 30 days of completion of the course, the employee must submit the following required
documents to Human Resources (Box 627).
A.
Itemized tuition/fee receipt from school.
B.
Itemized book receipt from bookstore (must include the book title). Employee must
identify course name that required the book.
C.
Official grade report (must include student name, student identification number, course
name and number, letter grade, and credit hours earned).
D.
Financial aid award letter (if receiving external funding from another entity such as
scholarships, grants, GI Bills, etc.). Employee’s failure to identify external funding, if
applicable, may result in assistance denial and/or disciplinary action.
6.2
Documents printed from school’s Web site are acceptable and must include all required
information.
6.3
Documents must be received no later than thirty (30) days after course completion. Late or
incomplete documents will be denied and returned to employee.
6.4
Year-end applications are due by the first Monday in July to meet Fiscal Year requirements.
6.5
An employee submitting false information will be subject to disciplinary action.
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UTMDACC INSTITUTIONAL POLICY # ADM0270
ATTACHMENTS / LINKS
List of Accredited Institutions.
List Approved Courses.
Tuition Assistance Site.
Tuition Assistance Program.
RELATED POLICIES
Tuition Assistance Policy Related to Division Managed Cohort Program (UTMDACC Institutional
Policy # ADM0271).
JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS
None.
OTHER RELATED ACCREDITATION / REGULATORY STANDARDS
None.
REFERENCES
Government Code 656.057 Payment of Program Expenses.
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UTMDACC INSTITUTIONAL POLICY # ADM0270
___________________________________________________________________________________
POLICY APPROVAL
Approved With Revisions Date: 06/06/2013
Approved Without Revisions Date:
Implementation Date: 06/06/2013
Version: 20.0
___________________________________________________________________________________
RESPONSIBLE DEPARTMENT(S)
Human Resources
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