SOURCE: Office of the Assistant Chancellor for Administrative Affairs
Revised May, 2008

I. Background

This policy paper outlines the Educational Assistance Program of the University of Wisconsin-Whitewater. It describes fee/tuition reimbursement policies for authorized coursework for credit and training undertaken by the various types of employes at UW-Whitewater. It does not address coursework or training under the faculty or academic staff professional development programs or employer-directed coursework or training including meetings, conferences and workshops, i.e., that training which is paid directly by the employer.

In addition to the policies and procedures set forth in this paper, reimbursement for coursework for credit and training is subject to the following rules and regulations:

2. Internal Revenue Code Section 127

3. Collective Bargaining Agreements

4. General Administrative Policy Paper (GAPP)#25

Any financial aid received by the employe specifically for tuition and fee shall be taken into account when determining the amount of assistance for which the employe may be eligible.

It is the policy of the University of Wisconsin-Whitewater to promote continuing education of faculty and staff. Employes may be reimbursed for authorized coursework for credit and training within the constraints listed above and within the constraints of allocated budgets. An unclassified employe must have a half-time or greater appointment and a classified employe must have a permanent or project appointment to be eligible for reimbursement. Limited term employes, employes in training and student help are not eligible.

Request for Authorization to Reimburse Employes Fee/Tuition must be completed with all requisite approvals and signatures prior to the commencement of the course(s). The form, "Request for Authorization to Reimburse Employe's Fee/Tuition" may be obtained at http://www.uww.edu/Adminaff/hr/tuitionreimbursementrevised.pdf (sample of form is located on the last page of this policy)

A. REPRESENTED CLASSIFIED EMPLOYES

(Governed by the applicable bargaining agreement)

1.Wisconsin State Employes Union Contract

a. DEFINITION. Career related training and educational activities are those that aid an employe in progressing to any class or class series within the bargaining unit within the agency or for lateral

movement to a position in a counterpart pay range within the agency. NOTE: The agency is the UW System. (11/12/6) (Number refers to contract paragraphs [article/section/sub-section]).

b. CREDIT HOUR ENTITLEMENT. Employes shall be allowed to take 15 semester hours during the two-year life of the contract, not to exceed 6 credit hours per semester or 3 credit hours per summer session (11/12/6)

c. REIMBURSEMENT RULES. To qualify for reimbursement, employe must be admitted to an educational program in the State Higher Educational System, State Private Accredited Higher

Educational System or Area Technical College System. (11/12/6)

Reimbursement rate is 75% of tuition costs and fees upon successful completion of the course(s) and if still employed by the university. (11/12/6)

The employe must seek and receive advance authorization from the supervisor and the appointing authority prior to commencement of any career-related course(s). (11/12/6)

d. MISCELLANEOUS. Employe shall be granted time off without pay, including reasonable travel time, to take courses. (11/12/6)

Employer may limit the number of employes in any work unit availing themselves of these provisions at any one time because of operational and program continuity needs. (11/12/6)

Employer may exceed the minimum contractual guarantees. (11/12/8)

a. DEFINITION. Career related educational activities are those which aid an employe in developing, improving, or updating skills or knowledge which the employe needs to move upwardly or laterally

within the bargaining unit, including the acquisition of additional certifications. (11/8/1)

b. CREDIT HOUR ENTITLEMENT. Employes shall be allowed to take up to 12 credit hours per year. (11/6/1)

c. REIMBURSEMENT RULES. Reimbursement rate is 75% of the tuition cost when enrolled in a UW System campus or area technical college, or taking a correspondence course associated with those institutions. (11/6/1)

If enrolled in any other accredited institution of higher education, or enrolled in correspondence courses from accredited Wisconsin higher educational institutions, reimbursement will be limited to 75% of the tuition costs at the nearest UW System campus or technical college, whichever is applicable. (11/6/1)

Employes will be reimbursed upon successful completion of the course(s) if still employed by the university. (11/6/1)

Prior to commencement of any career-related course(s), employe will seek and receive advance authorization from the supervisor and the appointing authority. (11/6/1)

d. MISCELLANEOUS. Employer may exceed these standards (11/7/1)

a. DEFINITION. Career-related education is defined as job related education courses in any institution of higher education in the State of Wisconsin. (13/5/A)

b. CREDIT HOUR ENTITLEMENT. Each employe will be allowed to attend up to a total of 12 credit hours per academic year. (13/5/A)

An academic year is defined as the beginning of the fall semester or quarter through the end of the summer semester or quarter. (13/5/B)

c. REIMBURSEMENT RULES. Reimbursement rate is 100% of the tuition costs, plus fees. (13/5/C)

Reimbursement will be made to the employe upon successful completion of approved courses. (13/5/C)

The employe will request time off and/or reimbursement in advance of course registration in order to obtain approval and arrange for scheduling of hours to meet operational needs. (13/5/D)

d. MISCELLANEOUS. For purposes of operational needs and program continuity, the appointing authority retains the right to limit the number of bargaining unit members in any given work unit availing themselves of these provisions at any given time. This will not be unreasonably applied. (13/5/E)

a. DEFINITION. Career related courses are those that are related to an employe's current position or those which aid an employe in progressing to any classification in the employe's current classification series or to any classification in a related occupational group within the bargaining unit within the agency. (10/5)

b. CREDIT HOUR ENTITLEMENT. Employes shall be reimbursed for up to 12 credit hours during the term of the contract. (10/5)

c. REIMBURSEMENT RULES. Employes who attend career-related courses at accredited higher educational institutions shall be reimbursed 75% of the actual tuition cost, not to exceed 75% of the tuition cost in effect at UW-Madison. (10/5)

Employes will be reimbursed upon successful completion of approved courses, if employed at the time of completion. (10/5)

Prior to commencement of any of these accredited courses, the employe shall receive advance enrollment authorization from the appointing authority (10/5)

d. MISCELLANEOUS. Time lost by attendance at career-related educational classes shall be charged to annual leave, personal holiday, compensatory time, or leave without pay as requested by the employe. At the employer's discretion, the employe may be authorized to make up lost work time or to attend without loss of pay. (10/4)

5. Wisconsin Law Enforcement Association (WLEA)

The rules governing tuition reimbursement for WLEA-represented employees are set forth at Section 10/10/7 (Career-Related Education) of the WLEA Agreement. For 2005-2007 WLEA-represented employees are entitled to take time off without pay to take career-related educational courses up to but not exceeding 15 semester hours (not to exceed six semester hours per semester or three semester hours per summer session) for the duration of this Agreement. Seventy-five percent (75%) of tuition costs and fees will be reimbursed by the Employer, if the employee is still employed upon successful completion of approved courses. Prior to the commencement of any career-related courses, the employee must seek and receive advance authorization from his/her supervisor and from the appointing authority for enrollment in career-related courses, Once approval is given, it may not be rescinded except in case of emergency.

Career-related training and educational activities are those that aid an employee in progressing to any class or class series within the bargaining unit within UW System or for lateral movement to a position in a counterpart pay range within UW System.

B.UNCLASSIFIED AND NONREPRESENTED CLASSIFIED EMPLOYES - (Governed by UW System General Administrative Policy Paper#25)

1.DEFINITION. Coursework or training which will improve the employe's job performance will be eligible for reimbursement. This includes acquiring skills and knowledge necessary for advancement to positions closely related to the current job or to advance to another job which is pertinent to the mission of the UW System. Coursework or training undertaken at an employe's initiative for self-enrichment does not qualify.

2.CREDIT HOUR ENTITLEMENT. Normally, no more than one course, up to five credits, or a training equivalent in any academic term, may be reimbursed.

3.REIMBURSEMENT RULES. Tuition and segregated fees are fully reimbursable.

A Request for Authorization to Reimburse Employe's Fees/Tuition must be completed and approved prior to the commencement of the course.

An employe will be reimbursed only upon successful completion of the course if the employe is still employed at the institution.

A classified employe must have a permanent or project appointment to be eligible for reimbursement.

Reimbursable coursework is that which is taken at any state accredited public or private higher educational institution or VTAE district institution. Normally, reimbursement for coursework taken at private institutions shall be limited to the rate of an equivalent course at the home institution.

Budget constraints may limit the amount of coursework authorized for reimbursement.

4.MISCELLANEOUS. Normally, the coursework is taken on an employe's own time.

The policy for funding course reimbursement is designed to provide consistent treatment for employes regardless of the department's individual budget status or the funding source for the department. The method of accounting for the funding is determined by each division. However, individuals will not be denied reimbursement on the basis of budget limitations.

The following three items must be submitted when requesting reimbursement.

a. A completed Request for Authorization to Reimburse Employe's Fee/Tuition Form (approved prior to enrollment).

                              b. Evidence of having paid reimbursable fees, a fee receipt.

c. Evidence of successful completion of the coursework or training (grade report or certification of completion).

Requests for reimbursement which do not include all of the above requirements shall be denied.

1. This form should be completed in full prior to enrolling in the course. The request will be returned to the employe after all approvals have been obtained.

2. One form should be completed for each course.

3. Upon completion of the course, submit the original signed request with the grade report and fee payment receipt to Financial Services.