The Tuition Assistance Program
The Tuition Assistance program allows eligible faculty and staff to apply for financial assistance to help defray the cost of tuition (excluding other fees) for one college credit course (up to four semester hours). This online application process is available via the Employee Self Service site. Located under Personal - Learning & Development - Tuition Assistance Application, eligible applicants complete and send the application through the Workflow System for approval and processing.
Central allocations and additional Coca-Cola funds, supplied by UI Staff Council, provide for the Tuition Assistance program funding.
UI Health Care Tuition Reimbursement Assistance Program
For questions on the UI Health Care Tuition Reimbursement Assistance Programs, contact Hospital Human Resources.
Semester Application Open Dates and Deadlines
Funding has been exhausted for the Summer 2013 semester.
The application is no longer available.
The fall semester application will open in early June.
APPLICATION OPEN DATES:
Summer (early April); Fall (early June); Spring (early November)
SEMESTER DEADLINES:
The second Friday of the month in:
May (summer); July (fall); December (spring)
The Tuition Assistance Program has undergone some changes!
You can now apply for the Tuition Assistance Program or the UI Health Care Tuition Reimbursement Assistance Program through one convenient location in Employee Self Service. Eligible applicants select the tuition assistance application link and the system will automatically identify the appropriate program.
PLEASE NOTE:
The information below applies to the
Tuition Assistance Program only.
UI Health Care Tuition Reimbursement Program
For questions on the UI Health Care Tuition Reimbursement Assistance Program, contact Hospital Human Resources.
- Located in Employee Self Service under Personal - Learning & Development - Tuition Assistance Application - applicants complete the application, then route it via Workflow to their supervisor by the application deadline for approval.
- Supervisors must approve the application by the supervisor’s deadline for the application to be considered for an award.
- Once supervisor approval is acquired (by the supervisor’s deadline), the supervisor then routes the application through Workflow, which completes the application process.
UI coursework applications will be awarded as completed applications (supervisor approved) are received (processed through Workflow), on a first-come, first-served basis, based on available funding.
If funds are available after UI coursework has been awarded, then completed applications for External (non UI) coursework will be considered for the award, but not until after the application deadline. These applications will be awarded on a first-come, first-served basis, as funding allows, based on the Priority System, established by the Board of Regents, State of Iowa.
Applicants do not need to be registered for the course at the time of application. If awarded, however, applicants must complete the course listed on the application. If there is a change to the course listed on the application, refer to Amended Application.
INDEX
Employee Eligibility Requirements
Employees eligible for the Tuition Assistance program:
- Must be appointed to a "regular appointment”, 50% time or greater; and
- Must be employed one continuous year by the application deadline in a "regular" appointment.
PLEASE NOTE: UI Health Care Tuition Reimbursement Program - for information and eligibility information on the UI Health Care Tuition Reimbursement Program, please contact Hospital Human Resources.
- All eligible staff whose performance is satisfactory may apply for University support for coursework that the employing applicant’s department certifies is work-related. University employees who meet the eligibility requirements and are working on undergraduate degrees will be considered to have met the work-related eligibility requirement.
- Coursework can be completed either at The University of Iowa or other accredited universities or colleges.
- Applications are prioritized by the educational institution in which they are enrolling for the class, then by the date/time the application is submitted and approved by the supervisor, thus completing the application process.
- Applicants applying for UI coursework will be awarded for completed (i.e., processed through Workflow with supervisor approval) applications as funding allows. In most cases, notification will occur within two weeks of the completed application, however, in some cases, notifications may not occur until after the application deadline.
- Applications for support for external (non-UI) coursework will not be considered for the award until after the application deadline. If funding allows, they will be awarded based on first-come, first-served basis utilizing the Priority System.
- Notifications will be sent via email, whether an applicant has been awarded or not.
- Employees must enroll in and take the specific course indicated on their application. Please review Amended Application if there is a change in course information on the application.
- It is important that the application be accurate – if there are any changes after submitting, please review Amended Application for details on options.
- Tuition Assistance will be awarded for tuition only.
- Coursework: Support is limited to tuition for one credit course (up to four semester hours). The rate allowed will not exceed the equivalent semester hours listed in The University of Iowa’s Liberal Arts Resident Undergraduate or Graduate rate amounts as outlined in each year’s tuition rate schedule.
- If you are awarded assistance for an external course, you will receive reimbursement after successfully completing the course, and submitting all required documentation. The awarded course must be started in the semester it is awarded and must be completed within eight months of the semester awarded.
(If you are receiving funds for up to four credit hours or more from another university source, such as your department, please do not apply for central tuition assistance).
Summary of Application Process
- The application is located in Employee Self Service – Personal – Learning & Development – Tuition Assistance Application
- Complete the application and route to your supervisor through Workflow by the application deadline. (Your supervisor will be automatically listed. If your supervisor is absent or otherwise unavailable, another supervisor will need to be selected; please search for the “alternate supervisor’s” name, select, and submit.)
Application Deadline: The applicant must submit their application to their supervisor by the applicant’s deadline, which is the 2nd Friday of the month in: July (fall semester), December (spring semester), May (summer semester).
- Your supervisor must approve by the supervisors deadline, which completes the application process, to be considered for the award.
Supervisor’s Deadline: The supervisor must approve the application by the supervisor’s deadline, which is the 3rd Friday of the month in July (fall semester), December (spring semester), May (summer semester).
- All deadlines must be met to be considered for the award.
- Applicants are notified via email whether they have been awarded or not.
Once applications are submitted, and all deadlines have been met:
- UI coursework applications will be awarded as the completed applications (supervisor approved) are received: on a first-come, first-served basis, as funding allows. Email notifications will announce the awarded amounts.
- If funds are available after UI coursework has been awarded, then external (non-UI) coursework will be considered for the award, but not until after the application deadline. These will be awarded on a first-come, first-served basis, as funding allows, based on the Priority System established by the Board of Regents, State of Iowa.
- Email notifications will announce the awarded amounts.
- Applicants are notified via email whether they have been awarded or not.
Important Reminders:
- Applicants are responsible for submitting their application to their supervisor by the application deadline.
- Applicants are responsible for monitoring their application to ensure it is “complete” (i.e. supervisor has approved and forwarded it through Workflow by the supervisor’s deadline).
- Only applications completed by the application deadline and approved by the supervisor’s deadline will be considered for tuition assistance.
- Applicants may complete their application prior to registering for a course. They are, however, expected to register for the course listed on their application.
- Amended Application - If there is a course change, the applicant is responsible for reporting that change.
- Completed applications are awarded on a first-come, first-served basis, prioritized by the Priority System established by the Board of Regents, State of Iowa.
- Completing the application is not a guarantee of assistance.
- 1st Priority – The University of Iowa
- 2nd Priority – Other Regent Institutions
- 3rd Priority – Institutions of Higher Education with a Partnership Agreement with Regent Institutions.
- 4th Priority – Any other Accredited Institution
Application in Workflow (prior to supervisor deadline):
- Review the Workflow Path to determine where the application is in Workflow.
- Select your application in Employee Self-Service - My Training - Learning & Development - Tuition Assistance Application
- If there is an “N” next to your supervisor’s name, the supervisor has not yet approved it and can still return the application to you. Please contact your supervisor to return the application to you.
- Make the change and resubmit to the supervisor.
- Supervisor must approve and submit the application through Workflow by the supervisor’s deadline (the 3rd Friday of the month in: July (fall semester), December (spring semester), May (summer semester).
After the application is approved by the supervisor (by the supervisor’s deadline), or awarded:
- Review the Workflow Path to determine where the application is in Workflow.
- Select your application in Employee Self-Service - My Training - Learning & Development - Tuition Assistance Application
- If there is a “Y” in the field next to your supervisor’s name, it has been approved. If this is the case, contact UI Learning & Development to notify them of the change.
Some departments are able to fund the applicant's tuition assistance. Please check with your department before requesting funds from the central allocation.
If your department is providing funding, they will be required to process your tuition assistance through MAUI Workflow. Access to MAUI Workflow is granted to departments by the UI Billing Office.
Faculty and staff must remain available for regularly scheduled work hours. Any accommodations or modifications related to work hours for classes require approval of the employing unit.
Faculty and staff must be continuously employed during the duration of the course in order to be eligible for tuition assistance through this program.
Tuition assistance must be used during the semester for which it is awarded. If awarded, but the faculty/staff member withdraws from the course, the funds will be reverted to the Tuition Assistance Program and the faculty/staff member is responsible for any fees. Please notify UI Learning & Development if a class is being dropped. Failure to do so may result in the denial of assistance by this program in the future.
Please keep in mind that limited funds are available. We ask that employees take seriously their commitment toward the completion of each course funded by this program.
UI Coursework: If awarded tuition assistance for UI coursework, the amount will be credited directly to the faculty/staff member's U-bill. Please be aware that the tuition assistance credit may not appear on the U-bill before the first tuition due date of a semester. Employees with U-bill payroll deduction may choose to rescind it before the due date. To do so please contact the University Billing Office at 335-0070.
UI Health Care Tuition Reimbursement Information
If you were awarded for a non-University of Iowa course through the UI Health Care Tuition Reimbursement Program, please visit The Point for reimbursement instructions, or contact Hospital Human Resources.
UI Tuition Assistance Reimbursement Information
If you were awarded for a non-University of Iowa course through the UI Tuition Assistance Program, please follow the instructions below.
External Coursework: If awarded tuition assistance for external coursework, the faculty/staff member will initially pay for external course registration. Tuition assistance will not be paid until after successful completion of the external course, and submission of all required reimbursement documentation. All reimbursement information must be submitted within eight months of the date of the award notification. Reimbursement will be denied if all proper documentation is not completed and received within eight months of the date of the award notification.
To be reimbursed for external coursework (after successfully completing the class), employees must submit a Tuition Assistance Program Reimbursement Form (pdf) and the corresponding documentation from either A or B listed below . All documentation must be complete and accurate for reimbursement to occur. All documentation must be submitted within eight months of the date of the award notification.
Reimbursement Documents A
Please Note: (If you were awarded through the UI Health Care Tuition Reimbursement Program, please visit The Point for reimbursement instructions or contact Hospital Human Resources).
Please provide all of the following documentation. This documentation is preferred and allows for more immediate processing of payment.
- The Tuition Assistance Program Reimbursement Form (pdf) completed in its entirety.
- An official transcript; and
- A receipt of payment identifying the specific amount paid for tuition for the awarded course.
Reimbursement Documents B
Please Note: (If you were awarded through the UI Health Care Tuition Reimbursement Program, please visit The Point for reimbursement instructions or contact Hospital Human Resources).
Please provide all the following documentation.
- The Tuition Assistance Program Reimbursement Form (pdf) completed in its entirety.
- A grade report for the completed course; and
- An official letter (printed on letterhead) from the college stating the specific awarded course, the semester enrolled and the amount paid for the course. (The Tuition Reimbursement Letter (pdf) provides an example of the information required).
Please provide documents from either Reimbursement Documents A or B - not a combination of the two. Failure to provide all required information will delay the payment process.
Please mail or campus mail all reimbursement documentation to: Tuition Assistance, UI Learning & Development, 121-51 USB. (Tuition reimbursement cannot be made payable to you until Learning & Development receives this information.)
After all appropriate documents have been received, a check will be sent in approximately two weeks. If direct deposit has been set up with the University Billing Office, reimbursement will occur in approximately two business days.
Direct deposit may be set up online in ISIS:
- Log into ISIS using your HawkID and password
- Select Student Records located at the top of the page
- Under Finances & Billing, select Bank Information - Financial Aid Refund
- Follow the instructions to set up direct deposit
If your employer pays more than $5,250 for educational benefits for you during the year, you must generally pay tax on the amount over $5,250. Your employer should include in your wages (Form W-2, box 1) the amount that you must include in income.