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UWEC 210.A, Employee Tuition Reimbursement Program

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Procedure #UWEC 210.A

Intent

This procedure describes the scope and procedures for the Employee Tuition Reimbursement Program. This procedure supports practice directive UWEC 210, Educational Assistance for Employees.

Scope

Employee Eligibility

  • Faculty and Academic Staff employees must have a half-time or greater appointment to be eligible. All University Staff employees are eligible with the exception of University Staff temporary employees. Student employees are not eligible.

Program Overview

  • Eligible employees can enroll in up to two undergraduate courses per semester at UW-Eau Claire or UW-Eau Claire—Barron County. Questions about eligible courses can be directed to Blugold Central (blugoldcentral@uwec.edu).
  • The window to register opens seven (7) days before classes begin for non-degree-seeking students. Degree-seeking students can register during their assigned enrollment period.
  • Tuition, including differential tuition, will be reimbursed upon successful completion of the course if the employee is still employed at the institution. Successful completion is defined as a “C” or higher.
  • Texbooks, supplies, travel costs, online course fees and special course fees are not reimbursed and are the responsibility of the employee. Questions about fees should be directed to Blugold Central (blugoldcentral@uwec.edu).
  • Segregated fees will be waived (the employee is responsible for the textbook rental charge).
  • Tuition and fees for courses must be paid in full in order to be reimbursed for tuition as part of this program. Payment must be made by established due dates for the semester or balances will be subject to late fees and finance charges which are not reimbursed.
  • Tuition reimbursement that exceeds $5,250 per calendar year is taxable.

Definitions

Please see SYS 1225, General Terms and Definitions for a list of general terms and definitions.

Non-degree seeking student application: an admissions application for individuals who are not enrolled students and are planning to take UW-Eau Claire classes.

Procedures

Apply for Approval

The window to register opens seven (7) days before classes begin for non-degree-seeking students. Degree-seeking students can register during their assigned enrollment period.

StepAction
1.

Ensure supervisor support if a course is during your scheduled work hours. This program is a joint commitment by the employee to take the class and by the supervisor to commit to supporting the employee to attend the class.

2.

Complete the Blugold Employee Tuition Program eform. This must be done before registering for classes.

3.

Review the Admissions page and determine if you need to complete a non-degree-seeking student application. If your intention is to take courses to complete a degree, please contact Admissions to learn about the next steps to apply for admission.

4.

Once the Blugold Employee Tuition Program eform and application are completed and approved, an employee can complete the normal registration process once they are eligible to enroll.


5.

After registering for the course, the eform will be returned to you. Once the course is complete, resubmit the form with the final grade entered. The form will be rerouted for final confirmation. Once all confirmations have been completed, you will be notified to submit the reimbursement request.

Request Reimbursement

Reimbursement requests must be submitted through the Shared Financial System (SFS) within ninety (90) days of the end of the term. The course(s) must be paid in full to be reimbursed. The total amount to be reimbursed and the funding string information for the reimbursement can be found on the eform.

Visit this page to learn how to create, modify, resubmit and expense reimbursement in eReimbursement. For assistance, please contact Firstsource Support Team in the ASK Center at 715.836.3131 or askcenter@uwec.edu.

Resources

Practice Directive UWEC 210, Educational Assistance for Employees

Employee Tuition Reimbursement Program webpage

Employee Tuition Reimbursement Program eform

How to Create, Modify and Resubmit an Expense Reimbursement in e-Reimbursement webpage

Procedure Administration

Version NumberV1.0
Approval AuthorityVice Chancellor for Finance & Administration
Approval DateJanuary 1, 2023
Next Review DateJanuary 1, 2024
DivisionFinance & Administration
DepartmentHuman Resources
ContactChief Human Resources Officer | humanresources@uwec.edu

Revision History

VersionRevision DateDescription of ChangeAuthor(s)
V1.0n/aOriginal issuanceTracy Drier, Kim O'Kelly

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