Ä¢¹½´«Ã½

Chancellor

Established March 2017; Supersedes former portions of Policy
08.410

Office of State Human Resources:

Human Resources

Policy Details:

1. Policy

   The university is committed to assisting employees in participating in educational opportunities and training programs to enhance their work performance and/or career goals.

2. Employees Covered Under Policy

   This policy applies to all permanent university employees, although various educational assistance programs have different eligibility criteria:

   1. The UNCW application fee and/or orientation fee waiver are available to all active employees (with permanent appointments) and their dependents.

   2. Tuition reimbursement is available to permanent employees under the Office of State Human Resources Academic Assistance Program.

   3. Tuition fee benefit and regular fee waiver (for any term) are available to all permanent employees who are eligible for participation in TSERS (Teachers and State Employees Retirement System) or ORP (Optional Retirement Program).

3. Prior Approval Requirement

   Approval by the employee's supervisor is always required prior to the beginning of classes for any tuition or fee waived. The employee’s supervisor and department head will need to re- approve any change to the original request for tuition waiver/ fee waiver (such as title of course, dates, and times of classes, etc.).

4. Financial Aid

   The university offers financial assistance to employees seeking educational opportunities through the tuition and fee waiver, tuition reimbursement and summer school tuition benefit programs.

   Federal regulations require that receipt of tuition or fee waivers, tuition benefits, or tuition reimbursements be treated as financial resources which may impact federal and state aid awards. Therefore, employees applying for financial aid must disclose tuition or fee waivers, benefits, or expected reimbursements to the Office of Scholarships & Financial Aid as a part of their financial resources. Contact your Financial Aid counselor for specific details.

5. Tuition Waiver

   Under UNC Board of Governors’ policy, all permanent UNCW employees eligible to participate in TSERS or ORP are eligible for tuition waiver for up to three credit or non-credit courses per year. A “year” shall mean an academic year of fall semester, spring semester, and the summer sessions that follow.

   Eligible institutions are UNC Wilmington and other branches of the UNC system. Application or pre-registration procedures may differ among UNC institutions. It is the employee's responsibility to be familiar with any variations in procedures. The employee must remain in an active status for the duration of the course. Otherwise, the employee will be responsible for payment of all applicable tuition and fees. However, this payment requirement shall not apply to a SHRA employee who is reduced in force during a course, or to a EHRA employee who is separated for budgetary reasons during a course.

   Tuition waived is considered reportable taxable compensation subject to social security, federal and state tax withholding if the value of the benefit exceeds the IRS established limits. Depending upon prevailing tax laws, for each calendar year, the tuition benefit amount over the IRS threshold will be reported as income on the employee’s W-2 form.

6. Additional UNCW Summer Tuition Benefit

   Under UNCW policy, all permanent UNCW employees participating in TSERS or ORP retirement systems are eligible for tuition benefit for one credit or non-credit course for each summer session. The summer tuition benefit is available only for courses at UNCW.

7. Regular Fee Waiver

   Under UNCW policy, all regular fees are waived for eligible employees enrolled at UNCW during any term (fall, spring, and summer terms). All permanent UNCW employees eligible to participate in TSERS or ORP are eligible for regular fee waiver. Special course fees are not waived.

8. Application Fee Benefit

   Under UNCW policy, all active UNCW employees with permanent appointments (and their dependents) are eligible for the application fee benefit paid by the Ä¢¹½´«Ã½ Foundation Staff Support & Development Fund.

9. Undergraduate Orientation Fee Waiver

   Under UNCW policy, all active UNCW employees with permanent appointments (and their dependents) are eligible for an undergraduate orientation fee waiver, which is processed through the Ä¢¹½´«Ã½ Office of Transition Programs.

10. Tuition Reimbursement

    1. Use of Tuition Reimbursement

       Generally, university employees rely on the Board of Governors tuition waiver and UNCW tuition benefit and fee waiver programs for academic course work – particularly if this course work is taken at UNCW or is within the UNC system.

       Tuition reimbursement allows permanent employees to receive tuition reimbursement for courses that are deemed beneficial to both the university and the employee and that serve to develop knowledge, skills, and abilities directly related to the employee's current classification. Tuition reimbursement cannot be used in conjunction with tuition waiver or tuition benefit in the same semester for academic course work that the employee initiates.

       Tuition reimbursement is normally used for job-related educational expenses outside of UNCW. Tuition reimbursement can also be used (although rarely is used) for UNCW tuition when the employee is already using his or her tuition waiver or tuition benefit privilege and the department initiates a request that the employee take an additional course because of job relatedness of the course.

    2. Prior Approval Criteria

       Prior approval for credit or audited classes is required and is based on job- relatedness of the course, funds available in the departmental budget for educational reimbursement, and date and time the course is offered.

    3. Eligible Institutions

       Eligible institutions are accredited high schools, business schools, community colleges, technical institutions, four-year colleges, universities, accredited correspondence schools, and any other institution approved by the State Human Resources Director.

    4. Tuition Reimbursement Rates and Limits

       If funds are available in the departmental budget, eligible employees may be reimbursed for 100% of actual costs of tuition, registration, and laboratory fees upon successful completion of the course. Reimbursement is limited to 10 semester hours or 16 quarter hours credit per academic term. Reimbursement is limited each fiscal year to a maximum of 20 semester hours or 32 quarter hours of credit, but not for more than four courses.

    5. Eligibility for Reimbursement upon Successful Completion. A permanent employee will be eligible for reimbursement if the employee:

       1. Completes the course;

       2. Receives a minimum "grade C" or a comparable passing grade;

       3. Attends 85% of the classes if auditing; and

       4. Is employed in the same agency throughout the entire course (except in a reduction of force).

11. Requests for Tuition and Fee Waiver (Or Tuition Benefit and Fee Waiver for Summer School)

    1. Admission to the University

       1. Prior to applying for tuition and fee waiver (or tuition benefit and fee waiver for summer school), the employee will need to be accepted by the Admissions Office of the institution offering the intended course of study. It is the employee's responsibility to meet admission requirements. For tuition waiver, eligible institutions are UNCW and other branches of the UNC system.

       2. Re-enrollment will need to occur after initial enrollment only if not taking a course in each subsequent semester (summer sessions excluded).

       3. If only auditing a course and not taking any course for credit, the employee does not have to meet admission requirements. Audit application forms are available in the Registrar's Office. Contact the Registrar's Office for assistance regarding audit procedures.

    2. Registration and Pre-Registration at UNCW

       1. Register (or pre-register if currently enrolled) in the same manner as other UNCW students to ensure course availability and determine the course number, section number, and dates and times of the classes.

       2. If you decide not to take a course for which you have registered, you will need to follow the established procedures for withdrawal from the class or the university.

    3. Application for Tuition Waiver and Fee Waiver (or Tuition Benefit and Fee Waiver for Summer School).

       1. After registering for the course, complete an Application for Tuition Waiver or Benefit and Fee Waiver. Forms may be obtained from the Human Resources website. You must submit this form prior to the payment due date to prevent cancellation of classes. The drop/add date is the deadline date for processing late registrations. Submit the form electronically to the employee’s supervisor, the department head, and Human Resources for approval. After all approvals are obtained, Human Resources will make final distribution as indicated on the form.

       2. If you make any class changes (such as title of course, dates and times of classes, etc.) after submitting the original Application for Tuition Waiver or Benefit and

          Fee Waiver form, you will need to submit a revised form, approved by your supervisor, department head, and Human Resources.

    4. Other Institutions in the UNC System.

       1. If the enrolling institution is not UNCW but is in the UNC system, be sure to note this on the form. It is the employee’s responsibility to ensure that the form is receive by the institution offering the course.

       2. All further contact shall be between the applicant and the enrolling institution.

12. Requests for Tuition Reimbursement

    1. Obtain an Application for Tuition Reimbursement from Human Resources.

    2. Submit the form to your immediate supervisor and department head for approval.

    3. Forward approved forms to Human Resources for certification of eligibility. If approved for eligibility, retain a copy of the form until completion of the approved course.

    4. Upon completion of the course, submit the receipt for the course and verification of the passing grade (or, if auditing, verification of the required attendance) to Human Resources with a completed Check Request from the department.

13. Requests for Application Fee Benefit and/or Orientation Fee Waiver for Permanent Employees or Dependents

    1. Obtain application forms from the Human Resources website.

    2. Submit completed forms to Human Resources for eligibility certification.

    3. Human Resources will retain the original approved form and will distribute the remaining copies as indicated on the form.