Tuition Reimbursement

Policy Area: Human Resources/Business Office

Policy Title: Tuition Reimbursement Policy

Submitted Date: January 2021

Effective Date: February 2021

Approved By: Cabinet

Policy Owner: Human Resources

Policy Statement:

In cases where the existing Tuition Remission and Exchange benefit does not offer a course or courses that are of interest to an employee and fit the policy below, Albion College offers the Tuition Reimbursement benefit to eligible employees to help meet their educational and professional goals. This benefit provides financial assistance toward non-Albion College coursework. If a course or courses are available in the Tuition Remission and Exchange benefit program, tuition reimbursement is not applicable. The tuition reimbursement benefit provisions for union employees are detailed in the Collective Bargaining Agreement (CBA).

Primary Impact On: Full-Time Faculty and Administrative employees. Tuition benefit provisions for union employees are detailed in the Collective Bargaining Agreement (CBA).

Eligibility

Financial assistance is provided for advanced degree or job-related courses. Tuition reimbursement and tuition remission/exchange benefit cannot be combined in the same fiscal year for the employee (spouses and dependents may qualify for tuition remission/exchange benefits concurrently).

• Employee: An eligible employee includes faculty and administrative members who are classified as regular, full-time employees.
• Job-Related: Courses and/or certifications requested must be job-related including courses that maintain or enhance the employee’s knowledge, skills, or abilities to perform their present or future position(s) at Albion College. Note, an employee who completes an advanced degree or acquires a new skill under the program is not automatically eligible for a raise or for a promotion to another position.
• Wait Period: None
• Time Allocation: It is expected that courses be taken outside of regular working hours.
• Grades: To qualify for reimbursement employees must receive a minimum grade of C, 2.0, satisfactory, or pass
• Maximum: Unlimited job-related courses up to annual reimbursement limit
• Approval: Must have the approval of the member of the President's Cabinet under which the employee’s area falls, and the CFO.

Application Procedure

• Complete the Tuition Reimbursement Request Form
• Application should be submitted prior to the start date of the course(s) at a minimum of 10 business days in advance

Reimbursement Procedure

• Employees may receive reimbursement up to $5,000 per fiscal year (July - June) for tuition, including required course fees
• Participants must pay the institution that they are attending up front and then submit proof of payment for reimbursement once the course has been successfully completed. Participants must submit a grade report and itemized paid invoice.
• Reimbursement will be paid based on your Accounts Payable designation: direct deposited or by paper check.

Non-Reimbursable Expenses

The following expenses are not eligible for reimbursement under this policy:

• Conferences, workshops, and/or seminars
• Membership, licensing, and exam fees
• Travel, mileage, lodging, meals, and/or parking expenses
• Books, supplies and other miscellaneous fees

Termination of Employment

The employee recognizes this benefit as a College investment in employees. As such, the College has a reasonable expectation that the knowledge and skills acquired by the employee will benefit the College over time. The following sections outline the repayment requirements when employment ends.

Degree Granting Programs

When the reimbursement is for coursework being taken as part of an enrolled degree granting program, the College administers this benefit as a forgivable loan. At the time of approval, the employee and the College will agree in writing about the schedule of forgiveness requiring full-time employment at the college following the completion of the enrolled program. In the event that the employee ceases to be employed at the college, either voluntarily or involuntarily, the employee will become responsible for repayment of the amount not yet forgiven to the College.

Course Work

When the reimbursement is for coursework unrelated to enrollment in a degree granting program, and the employee leaves employment with Albion College, either voluntarily or involuntarily, within one year of completing a course(s), the employee will be required to repay a portion of the original tuition reimbursement to Albion College.

Time Elapsed	Percentage of Repayment
Amount of time between the date(s) of the tuition reimbursement and the employee’s separation date	Applicable to the amount of the tuition reimbursement received during the 24 months prior to the separation date
6 months or less	100%
More than 6 months, but less than 12 months	75%

Exceptions

Exceptions to this policy, if any, need to be authorized in advance by the President in consultation with the CFO.

Questions

Please contact Human Resources ( or 517-629-0205) with questions.