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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: Tuition Reimbursement
Policy Number: 9.39
Effective Date: January 1, 2018
Chapter: Human Resources
UW Health provides financial support to eligible employees who pursue education that supports
Participation in this program does not guarantee a specific career result such as a promotion
or salary increase.
Employees must meet the following criteria at the time of application approval and payment
1. Must be in an active full-time (FTE between .75 and 1.0) or part-time (FTE between
.5 and .74) status of .5 FTE or higher. Temporary employees are not eligible.
2. Completed twelve months of continuous employment prior to the start of the course
3. Not currently on a performance improvement plan and have no active discipline above a
verbal discipline within the twelve months preceding the application date or the payment
*Former SEIU employees who had completed an application to utilize tuition
reimbursement as of July 1, 2015 will remain grandfathered through December 31,
2019, under the terms of the preceding tuition reimbursement policy.
III. POLICY ELEMENTS
A. ELIGIBLE PROGRAMS AND BENEFIT AMOUNTS
1. All educational programs must be related to the employee’s current position at UWH or a
UWH career path.
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2. Tuition and eligible fees will be covered up to the annual calendar year benefit amount stated
below. Payment amounts are applied to the annual calendar benefit year based on the year in
which the course starts.
3. Employees are responsible for all ineligible expenses including, but not limited to: books,
meals, lodging, transportation and tools or supplies that can be kept after completing the
course of instruction.
4. Employees who submit their applications prior to January 1, 2018 will receive tuition
reimbursement under the former policy until the approved class is completed.
5. Applications submitted on or after January 1, 2018 will be processed based on the criteria and
benefit amounts in the integrated UW Health Tuition Reimbursement Policy that takes effect
on January 1, 2018.
6. Any UWHC and UWMF employee hired between January 1, 2017 and December 31,
2017 and was actively enrolled in the tuition reimbursement program will not have to
meet the 12 month eligibility rule outlined in the integrated policy that begins on January
7. Eligible education programs include:
Education Program Eligibility Criteria Annual (Calendar
Year) Benefit Amount
Includes all courses taken as part of an approved
degree program, as well as prior learning
assessments and tests used to document
knowledge for the purpose of granting credit
toward an approved degree (e.g. CLEP, ACE,
Includes all graduate level coursework taken as
part of an approved graduate degree.
Certificate Program Courses taken as part of a Certificate program
must have a measurable completion requirement
beyond attendance and participation (e.g. grades).
Nursing program Includes all Technical Diploma, Associate,
Bachelor, Master and Doctorate degrees for
defined nursing fields of study.
8. Educational programs not covered include, but are not limited to:
a. Individual courses not part of a degree program
b. Individual courses for sports, recreation or hobbies, unless part of an eligible degree
c. Professional Certifications that assess knowledge, skills and/or competencies previously
acquired and have no relationship with attaining higher education or degree
d. Seminars, conferences and workshops
B. APPROVABLE EDUCATION PROVIDERS
All courses related to a degree or certificate program must be provided by an institution holding
Regional accreditation recognized by the U.S. Department of Education. School accreditation can
be verified via the U.S. Department of Education's Office of Post-secondary Education (OPE)
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C. COURSE COMPLETION REQUIREMENTS
All courses related to an undergraduate degree or certificate program must be completed with a
minimum grade equivalent of C- or better. All courses related to a graduate degree must be
completed with a minimum grade equivalent of B- or better. Courses that are based on a pass/fail
grading system must be completed with a passing grade. Courses in which an employee receives
an incomplete, withdrawal, or equivalent grade are ineligible for reimbursement.
D. APPLICATION SUBMISSION AND APPROVAL
To be eligible to receive tuition reimbursement, an employee must submit a course approval
application for each quarter, semester or academic term. Applications may be submitted within 90
days prior to the course start date. Applications will not be accepted more than 90 days before the
course start date or on/after the course start date. Applications will be reviewed for policy
compliance by the program administrator.
E. REIMBURSEMENT PROCESS
Upon application approval, the employee is responsible to make all required payments directly to
his/her school and will be reimbursed upon successful course completion. The employee is
responsible for submitting proof of successful course completion (grades) and an itemized invoice
of tuition and fees and proof of payment within 30 days after course completion in order to
receive reimbursement of eligible expenses.
F. OTHER SOURCES OF FINANCIAL ASSISTANCE
Employees receiving educational grants, scholarships, military benefits or other discounts must
disclose all such financial assistance and provide documentation of how the funds were applied.
Funds received from such sources will be deducted first from eligible tuition and fees. Financial
Aid received in the form of student loans will not be deducted.
G. TAX IMPLICATIONS
In compliance with IRS regulations (section 127), employer provided tuition reimbursement is
exempt from taxation up to a maximum of $5,250.00 per calendar year. Taxes will be assessed if,
at the time of payment processing, the total amount of tuition assistance paid in the calendar year
exceeds $5,250. Please consult with your tax advisor for additional information.
H. WORK COMMITMENT
An employee who voluntarily terminates employment, becomes no longer eligible, or is
terminated for cause within 12 months of receiving tuition reimbursement will be required to
repay UW Health 100% of the payments received within that 12 month time period. Failure to
reimburse UW Health will result in not being eligible for rehire. Employees are exempt from the
work commitment if their employment is involuntarily terminated for reasons other than cause
Employees who separate employment with UWMF or UWHC but remain with UW Health will
not be subject to the repayment provision.
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UW Health reserves the right to terminate or amend the Tuition Reimbursement Policy at its sole
discretion or as a result of organizational budget constraints.
This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not
made for the purpose of inducing any person to become or remain an employee of UW Health, and
should not be considered "promises" or as granting "property" rights. UW Health may add to, subtract
from and/or modify this Policy at any time. Nothing contained in this Policy impairs the right of an
employee or UW Health to terminate the employment relationship at-will.
Sr. Management Sponsor: Chief Human Resources Officer
Author: Director, HR Services
Approval Committee: Administrative Policy and Procedure Committee
UW Health /Chief Administrative Officer