Employee Tuition Benefit (ETB) Policy

Policy Number: #600

Responsible Executive(s):

  • Senior Vice President and Chief Financial Officer

Responsible Office(s):

  • Office of Human Resources

Date Revised: 01-29-2021

A. Purpose

  1. The University provides a tuition benefit for employees, their spouses and children (defined as a biological, legally adopted, or stepchild of the employee) enrolled in select Regis University undergraduate programs and for employees attending select Regis graduate programs. All general applicable admissions, academic progress, and registration requirements must be met. The benefit amount is prorated for employees and dependents of employees whose full-time equivalency is less than .75 (three-quarter time). The employee may, with the supervisor’s approval, enroll in a maximum of nine credit hours of undergraduate work or six credit hours of graduate work per semester. Spouses and dependent children of the employee may receive ETB for a maximum of 18 credit hours a semester per recipient. Qualified ETB recipients may receive need-based financial assistance in conjunction with the tuition grant. ETB will be reduced for students receiving tuition assistance from another employer. Total tuition assistance in combination with ETB cannot exceed actual tuition charges. Work hours spent in
    1. After six months of employment for undergraduate, graduate, and certificate courses;

B. The Policy

  1. Employees are eligible for ETB as follows:
    1. After six months of employment for undergraduate, courses;
    2. After one year of employment for graduate and certificate courses;
    3. A temporary employee working full-time who subsequently moves into a regular, approved budgeted position may count the time spent in the temporary position for ETB eligibility.
  2. Dependent children are eligible to receive ETB following two years of Regis University employment by the employee. ETB dependent eligibility lasts for seven years following high school graduation. Dependents may not apply ETB toward undergraduate courses during the Regis College summer or winter interim term sessions. Spouses are eligible to receive ETB for their first baccalaureate degree within the University provided the employee has worked for the University a minimum of two years.
    1. Same tiered credit hour fee structure as for employees
    2. FAFSA required
    3. FAFSA data will be analyzed after first year to make future recommendations.
  3. Registration
    1. Limit employee registration to 2-weeks prior to course start
    2. This is to give first priority to non-employee students and to ensure there are enough regular paying students in the course to cover instructor and course costs.
  4. FACHEX/Tuition Exchange. The University participates in the Faculty and Children Exchange (FACHEX) and the national Tuition Exchange programs for dependent children. Any dependent child who is eligible for the ETB benefit at Regis University may apply for tuition grants through these programs. Awards of tuition grants are made by the participating college or university to which the student applies and are subject to award parameters established by that institution.
    1. unpaid fees still due at the end of the term will be deducted from the employee’s next paycheck.
  5. Continuing Education for Professional Development. Employees participating in a professional development plan (must be approved by Human Resources) are eligible to take designated work-related courses, including those within a certificate program, with approval from their supervisor, associate vice president and human resources. Employees are limited to one course per term. Course fees are paid by the department. If this is done as an audit, registration will be allowed the first day of class, if approved by the instructor of record.
  6. ETB Fees will be tiered similar to what is currently done for parking:
    1. Salary up to $50,000: $25.00 fee per credit
    2. Salary $50,001to $75,000: $50.00 fee per credit
    3. Salary $75,001 and higher: $75.00 fee per credit
    4. Current Graduate/Doctoral ETB Fee is $25.00 and Undergraduate Fee is $25.00 per credit. The AVP Council is recommending these additional fees be used to fund additional employee reward opportunities (i.e., recognition, learning and development, etc.).
  7. Tuition Support for Doctoral Studies. To facilitate educational and professional development goals of its staff, Regis University may provide limited financial support to employees who pursue doctorates at other educational institutions. The amount of support provided to the employee is limited to the lesser of the budget availability of funds per the individual budget manager or the cost of tuition at the educational institution up to a maximum of $1500.00 per calendar year.
    1. The employee’s supervisor and the appropriate budget manager, if not the supervisor, must approve the request for tuition support. The cost of support will be deducted from the department’s annual consumable budget allocation.
    2. The employee will submit to the Payroll Department a completed stipend form for the amount of tuition reimbursement, along with verifying proof of payment and proof of a satisfactory passing grade. These stipends are taxable to the employee, but the employee may consult with his/her tax advisor to determine if they are deductible. The employee’s supervisor, or the appropriate budget manager, if not the supervisor, must sign the stipend form. Employee advances will not be given for tuition support.
  8. Separation from Regis University. Employees that voluntary separate from Regis University within one year of their degree completion date will be responsible for reimbursing the University for a percentage of the tuition costs of the most recent term (the percentage will be based on the amount of time between the last day of the course and the separation date, i.e. term ends May 1st, separation date of November 1st – 50% of the tuition is due for reimbursement). When possible, this amount will be deducted from the employee’s final check.
  9. Affiliate Faculty. This is a separate policy that does not fall under the Employee Tuition Benefit policy. Recommend that this continue to be under the direction of the Provost’s office and that applicable tuition costs are incorporated into the Provost’s budget rather than within general Financial Aid.

C. Related Policies, Procedures, Forms and Other Resources (Optional)

  1. Employee Handbook Text:
  • 4.4.1 Employee Tuition Benefit (ETB) The University provides a tuition benefit for employees, their spouses and children (defined as a biological, legally adopted, or stepchild of the employee) enrolled in select Regis University undergraduate programs and for employees attending select Regis graduate programs. All general applicable admissions, academic progress, and registration requirements must be met. The benefit amount is prorated for employees and dependents of employees whose full-time equivalency is less than .75 (three-quarter time). The employee may, with the supervisor’s approval, enroll in a maximum of nine credit hours of undergraduate work or six credit hours of graduate work per semester. Spouses and dependent children of the employee may receive ETB for a maximum of 18 credit hours a semester per recipient. Qualified ETB recipients may receive need-based financial assistance in conjunction with the tuition grant. ETB will be reduced for students receiving tuition assistance from another employer. Total tuition assistance in combination with ETB cannot exceed actual tuition charges. Work hours spent in a. After six months of employment for undergraduate, graduate, and certificate courses;

    Employees are eligible for ETB as follows:
    a. After six months of employment for undergraduate, courses;
    b. After one year of employment for graduate and certificate courses;
    c. A temporary employee working full-time who subsequently moves into a regular, approved budgeted position may count the time spent in the temporary position for ETB eligibility.

    Dependents:
    Dependent children are eligible to receive ETB following two years of Regis University employment by the employee. ETB dependent eligibility lasts for seven years following high school graduation. Dependents may not apply ETB toward undergraduate courses during the Regis College summer or winter interim term sessions. Spouses are eligible to receive ETB for their first baccalaureate degree within the University provided the employee has worked for the University a minimum of two years b. A temporary employee working full-time who subsequently moves into a regular, approved budgeted position may count the time spent in the temporary position for ETB eligibility.
  • 4.4.2 FACHEX/Tuition Exchange. The University participates in the Faculty and Children Exchange (FACHEX) and the national Tuition Exchange programs for dependent children. Any dependent child who is eligible for the ETB benefit at Regis University may apply for tuition grants through these programs. Awards of tuition grants are made by the participating college or university to which the student applies and are subject to award parameters established by that institution.
  • 4.4.3 Continuing Education for Professional Development. Employees participating in a professional development plan (must be approved by Human Resources) are eligible to take designated work-related courses, including those within a certificate program, with approval from their supervisor, associate vice president and human resources. Employees are limited to one course per term. Course fees are paid by the department. If this is done as an audit, registration will be allowed the first day of class, if approved by the instructor of record.
  • 4.4.4 Tuition Support for Doctoral Studies. To facilitate educational and professional development goals of its staff, Regis University may provide limited financial support to employees who pursue doctorates at other educational institutions. The amount of support provided to the employee is limited to the lesser of the budget availability of funds per the individual budget manager or the cost of tuition at the educational institution up to a maximum of $1500.00 per calendar year.

    The employee’s supervisor and the appropriate budget manager, if not the supervisor, must approve the request for tuition support. The cost of support will be deducted from the department’s annual consumable budget allocation.

    The employee will submit to the Payroll Department a completed stipend form for the amount of tuition reimbursement, along with verifying proof of payment and proof of a satisfactory passing grade. These stipends are taxable to the employee, but the employee may consult with his/her tax advisor to determine if they are deductible. The employee’s supervisor, or the appropriate budget manager, if not the supervisor, must sign the stipend form. Employee advances will not be given for tuition support.

D. End Notes

1. Proposed Revisions – April 6, 2020

Propose the following procedural/payment changes:
Registration
Limit employee registration to 2-weeks prior to course start
This is to give first priority to non-employee students and to ensure there are enough regular paying students in the course to cover instructor and course costs.

Fees
Tier ETB Fee similar to what is currently done for parking:
• Salary up to $50,000: $25.00 fee per credit
• Salary $50,001 to $75,000: $50.00 fee per credit
• Salary $75,001 and higher: $75.00 fee per credit

Notes:
Current Graduate/Doctoral ETB Fee is $25.00 and Undergraduate Fee is $25.00 per credit. The AVP Council is recommending these additional fees be used to fund additional employee reward opportunities (i.e., recognition, learning and development, etc.).

Dependents
• Same tiered credit hour fee structure as for employees
• FAFSA required
• Analyze FAFSA data after first year to make future recommendations.

Tuition agreement will include language to note that any unpaid fees still due at the end of the term will be deducted from the employee’s next paycheck.

Separation from Regis University - Employees that voluntary separate from Regis University within one year of their degree completion date will be responsible for reimbursing the University for a percentage of the tuition costs of the most recent term (the percentage will be based on the amount of time between the last day of the course and the separation date, i.e. term ends May 1st, separation date of November 1st – 50% of the tuition is due for reimbursement). When possible, this amount will be deducted from the employee’s final check.

Affiliate Faculty – This is a separate policy that does not fall under the Employee Tuition Benefit policy. Recommend that this continue to be under the direction of the Provost’s office and that applicable tuition costs are incorporated into the Provost’s budget rather than within general Financial Aid.