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: Human Resources
: President
: 09/20/2018
: 09/20/2018
: 09/20/2019

Tuition Remission Policy

Comment on Policy

STAKEHOLDERS/AUDIENCE

All Thomas More University employees and employees of vendor partners

DEFINITIONS

Remission – waiver of tuition for those eligible.  Tuition remission does not include fees, books, room, board, fines, or the Saints Experience fee. 

THE POLICY

Tuition remission is available to employees and vendor partners, as well as their dependents and spouses, who meet eligibility and certification requirements as outlined below.

Section 1: Eligibility Requirements

To receive tuition remission, the employee or dependent must meet admission requirements and all requirements to remain at Thomas More University. 

Thomas More University employees are eligible for tuition remission benefits at the conclusion of one year of service.  

Full-time employees of Thomas More University and their dependents who are enrolled in an undergraduate degree-seeking program may receive 100% tuition remission.  Full-time employees and their spouses may receive 100% tuition remission for graduate programs.  Dependents are not eligible for remission of graduate programs. Employees or dependents who are non-degree seeking are eligible for up to six hours per term. 

Part-time staff, part-time faculty, and adjunct faculty may receive tuition remission for one three credit hour course per semester for each semester in which they are actively working.  Spouses and dependents of part-time staff, part-time faculty, and adjunct faculty are not eligible for tuition remission. 

Employees of vendor partners are eligible for tuition remission according to the contract between Thomas More University and the vendor partner.  The President or Chief Financial Officer may extend tuition remission to employees of vendor partners through the vendor contract, not by individual employee.  Employees of vendor partners must work full time on Thomas More University’s campus for one year.  The employee, dependent, and spouse are eligible for tuition remission as outlined in the policy.  Employees of vendor partners are not eligible for the tuition exchange program, remission through consortium classes, or graduate tuition remission.  The employee is responsible for any taxes due as a result. 

Each employee and dependent is eligible for up to 120 undergraduate credit hours on a space available basis. Each employee and their spouse may receive only one graduate degree from Thomas More University.  The dual credit program is excluded from the tuition remission benefit.  Tuition for audited classes will be covered at 100% and fees will be waived.  Consortium classes are for students enrolled at Thomas More University who are taking a class at a consortium college.  These classes are eligible for tuition remission.  The student is responsible for paying all host school fees. 

To be eligible for tuition remission, the employee must claim the spouse or dependent on their most recent federal tax return and submit their Free Application for Federal Student Aid (FAFSA). For purposes of IRS tax code, dependents must be under the age of 24. Federal and/or state financial aid (grants, KEES, etc.) to which a student is entitled will be retained by the university to offset the cost of education.  However, the federal and/or state financial aid can be used to cover all or a portion of fees, room and board charges.  Tuition remission is not stackable with other forms of institutional scholarships or financial aid. Tuition remission is not refundable to the student or employee.  The employee and/or student is responsible for any taxes due as a result of receiving tuition remission.  The Internal Revenue Code requires that tuition remission for graduate courses above $5,250 per calendar year be taxable to the employee and that amount added to their regular wages and all applicable taxes must be withheld.  Tuition remission for spouses in graduate programs is 100% taxable to the employee.  For Thomas More University employees, the Controller will calculate the tuition benefit and Payroll will be notified of the required taxes to be withheld. 

When two or more members of the same family are employed by the University, it is to be understood that the educational benefits to which children of that family are entitled will be the same as if only one person in the family were employed by Thomas More University.

Section 2: Certification Requirements

Human Resources must certify an employee’s eligibility to the Financial Aid Office on an annual basis for each academic year.  Employees must submit the tuition remission application annually to the Human Resources Department.  The application period is open beginning the first day of the fall term through January 31 for the following academic year.  New employees can apply for remission prior to their one year anniversary but are only eligible for the academic term that begins after their first year anniversary.  For example:

Academic Year

Application Period Open

2018-2019 (summer and fall 2018, spring 2019)

August 21, 2017 – January 31, 2018

Employees interested in this benefit must complete the application form for each academic year, or for each course if not enrolled in a degree program, and obtain their supervisor’s signature.  The form must include a copy of the first page of the employee’s most recent tax return.

If an employee is on a leave of absence, the Director of Human Resources will review the specific situation to determine the employee and their dependent’s eligibility for tuition remission.  If an employee resigns or is terminated from the University while using this benefit, the employee as well as their dependents can finish the term or the class they are in at the time the employee leaves the University.  No further remission is provided.

Section 3: Tuition Exchange Program

The Tuition Exchange (TE) provides a reciprocal scholarship exchange program for family members of full-time faculty and staff among its members of over 660 colleges and universities located in 47 states and four foreign countries.  For a list of member schools, visit www.tuitionexchange.org.  All students must apply for admission to the institution they wish to attend and that institution determines admission and admission procedures.

The primary obligation of a member institution is to maintain a balanced exchange pattern, a reasonable match between student “exports” and student “imports”. A member institution may import as many as it wishes. It may not, however, export more than it imports. Institutions with many candidates seeking TE Scholarships usually limit awards offered.

The following guidelines are applicable to Thomas More University employees who participate in the TE program.

  1. Eligible Employee – A currently employed Thomas More University full-time faculty or staff member.
  2. Family Member: Any child born to an employee, legally adopted by an employee, or for whom legal guardianship can be documented and shown as a dependent on the employee’s federal tax return.
  3. Candidate: The family member of an eligible employee who has been certified by Thomas More University for full-time degree study at a college or university that participates in the Tuition Exchange program. Scholarships are not granted for graduate study, non-degree study or second undergraduate degrees.
  4. Maximum Scholarship: TE scholarships will not exceed a maximum of 8 semesters per candidate and they may be divided among family members.
  5. Tuition Exchange Liaison Officer is the Director of Financial Aid.
  6. By October 31st of each academic year family members of Thomas More University faculty and staff who wish to be considered for TE will notify the TE Liaison Officer of intent to participate in the program. The application is available in the Financial Aid Office. 
  7. By December 1st of each academic year, Thomas More University will determine how many new students can be certified.
  8. If the number of applicants is equal to the number of slots available, each applicant will be given the opportunity to seek a TE scholarship and Thomas More University will sponsor the prospective student by certifying him or her as a TE Candidate and sending notice of certification to as many as six (6) TE member schools to which the candidate has applied (or plans to apply).
  9. If the number of prospective candidates exceeds the number of slots, candidates will be selected on the following priority ranking:
    1. First priority will be given to applicants based on employment seniority of the faculty/staff member. Seniority is based on years of continuous full-time service at Thomas More University.
    2. Among applicants whose parents have the same years of seniority, priority will be determined by the FAFSA.
    3. Last priority will be given to students with family members who have already received a TE scholarship for one year.

Thomas More University also participates in two additional tuition exchange programs that follows the same guidelines as the TE program.  They are:

RESOURCES/RELATED INFORMATION

None.

POLICY IMPLEMENTATION PLAN

Attached is the procedure for implementing the policy.

REFERENCING THE POLICY

Staff Manual

Faculty Manual

Vendor partner contracts if applicable

www.thomasmore.edu/hr

HISTORY

 

Date

Supersedes Policy

Summarize Change

August 7, 2017

Tuition Remission Policy

Significant changes to the include:

--providing benefit to vendor partners

--eligible after one year of service (change from immediate for employee and 3 months for family members)

--dual credit program excluded

--adding a certification period – first day of fall term through January 31

--clarification of part-time eligibility for all employees

 

APPENDIX

There are no appendices to this policy. 

APPROVALS

Laura Custer, Director of Human Resources                           

Rob Munson, Chief Financial Officer

Dr. Kathleen Jagger, Acting President