Fillable Empl Spouse Educational Assistance Guidelines (Idaho State University)

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Empl Spouse Educational Assistance Guidelines (Idaho State University)

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1
IDAHO STATE UNIVERSITY
Employee and Spouse Tuition Reduction Benefit
INTRODUCTION
Section V. of the Idaho State Board of Education (SBOE) policies provides for reduced tuition
for employees of Idaho’s public universities and their spouses, as well as other agencies that fall
under the jurisdiction of the SBOE. Eligibility is determined by each institution.
TUITION REDUCTION BENEFIT AMOUNTS
The tuition reduction benefit for eligible employees and their spouses requires payment of a non-
refundable registration fee currently set at twenty dollars ($20) per term and tuition of five
dollars ($5) per credit hour per term. Special class fees charged (lab fees for example) must be
paid in full (without reduction) by the employee or spouse.
The reduced tuition benefit applies to academic and vocational classes. It may apply to classes
providing continuing education credits provided the class has enrolled enough tuition-paying
students for the course to continue and that space is available.
ELIGIBILITY
To be eligible for tuition reduction benefits, the employees must be employed by the University
in a position that entitles them to full employee benefits and they must meet the following
eligibility requirements.
A. The employee must be employed at ISU by the first day of term classes and remain
employed for more than half the term.
B. Nine, ten, and eleven month employees or their spouses may take courses during the
summer session, provided the employee has an employment contract for the previous
semester and the following semester.
C. For purposes of this benefit, a spouse is defined as a person to whom the employee is
legally and lawfully married by the first day of term classes, according to the definition of
marriage per the state of Idaho.
D. In the case of the death of an employee, the spouse of the employee remains eligible until
remarriage, at which time the benefits are no longer available.
2
E. Student employees (including instructional assistants and graduate assistants) or their
spouses are not eligible for this benefit unless the student employee is entitled to full
employee benefits.
F. Employees who have retired directly from ISU and their spouses are eligible for the
tuition reduction benefit. Employees on leave without pay (except for approved medical
leave) are not eligible for the tuition reduction benefit.
G. Employees of the Office of the State Board of Education and the Division of
Professional-Technical Education shall be treated as ISU employees for the purposes of
eligibility.
H. Employees (but not spouses) of other higher education institutions or of agencies under
the jurisdiction of the SBOE are eligible for this benefit subject to the same provisions
and interpretations as ISU employees, except that they are limited to six credit hours per
semester and three credit hours per summer session at the reduced rate.
LIMITATIONS
A. The employee’s job duties and responsibilities at ISU must always be given first priority.
In the event of conflicts between requests to take classes and the department’s ability to
provide services, management has the authority and responsibility to weigh the facts and
approve, modify, or deny the request.
B. An employee’s supervisor and/or Dean/Director may authorize an eligible employee to
register for up to six credit hours per semester and six credit hours during each summer
session. Enrollment for the first six credit hours must be approved by the employee’s
supervisor and/or Dean/Director whether or not the class is during work hours; any time
spent in class during work hours must be made up within the same 40-hour workweek or
the time must be charged to annual leave. An eligible spouse may register for an
unrestricted number of credits at the reduced rate.
C. Eligible employees wishing to enroll in more than six credit hours per semester or
summer session must obtain prior approval from their supervisor and/or Dean/Director,
and the applicable Vice President. Approved additional courses beyond six credits must
be taken outside of working hours. Enrollment in single courses that exceed six credit
hours and are only offered during work hours require Vice Presidential approval.
D. If the employee and/or the spouse of the employee enrolls using the tuition reduction
program and the employee subsequently resigns or terminates employment before the end
of the first eight weeks of semester classes or midway through a summer session and the
employee or spouse chooses to remain in school, the employee and/or spouse must then
pay the full amount of tuition required for enrollment.
3
APPLYING FOR THE BENEFIT
A. The eligible employee is responsible to notify the Human Resources (HR) Office of
his/her intent to enroll and seek the reduced tuition benefit. This is accomplished by
completing an Employee Tuition Reduction Authorization Form (ETRAF), which is
available on the Human Resources web page at: http://isu.edu/hr/forms/.
Employees must obtain appropriate management approval on the form and return it to the
HR Office by the registration deadline for the term for which they are enrolling. The
employee or spouse must present a copy of the authorized ETRAF to the Cashier’s Office
at the time of registration. If the employee or spouse is receiving financial aid, he/she
must advise the Financial Aid Office (282-2256) that he/she is eligible for the ISU tuition
reduction benefit.
B. The Student Financial Accounting Office applies the authorized tuition reduction to the
student’s account and identifies the student as a recipient of the tuition reduction benefit,
thus providing access through Banner to the Payroll and Financial Aid Offices.
C. An employee who makes any changes at registration or during the add/drop period to the
classes he/she intends to take (i.e., night to day classes, adding classes, etc.) must
complete a revised ETRAF and submit it to the Human Resources Office for approval
and processing. The supervisor and/or Dean/Director must approve this change. If the
change increases the enrollment to more than six credits, the applicable Vice President
must also approve the change.
D. It is the responsibility of the Payroll Office to track and report to the IRS any tax
reportable benefit that may be received from this tuition benefit.
E. Supervisors, directors, and unit heads are responsible to ensure their organization meets
all requirements and limitations of this policy. They must ensure their staffing needs are
met without additional expense to the University while the employee is attending class. If
approved at the supervisor level, the direct supervisor and/or department head shall
provide a detailed analysis in the Employee Tuition Reduction Authorization
Questionnaire, which is attached to the ETRAF, for any request to enroll in more than six
credit hours per term. The information in the questionnaire will provide the management
chain, including Vice Presidents, the necessary details to weigh the facts and approve,
modify, or deny the request.
OTHER CONSIDERATIONS
A. This educational privilege provides instructional and library privileges, but does not
exempt the individual from paying special class fees, program fees, activity fees, late
registration fees, etc.
4
B. Audited courses have the same tuition and limitations under this policy as classes taken
for credit.
C. Financial aid award packages may be impacted by the reduced cost of attendance. If you
receive financial aid in addition to the tuition reduction benefit, you must inform
Financial Aid (282-2756) that you are eligible for reduced tuition. Employees concerned
about reductions in financial aid should contact the Financial Aid Office before
submitting a tuition reduction form.
D. Reduced tuition benefits involve tax consequences for the employee. The federal
government currently does not tax reduced tuition benefits for undergraduate courses.
Tuition reduction benefits for employees enrolled in graduate courses are not taxed unless
the amount awarded exceeds $5,250 annually, which can be impacted by residency
status. If the benefit exceeds the $5,250 maximum, the employee will be taxed on the
amount above the maximum threshold.
Spouses paying reduced tuition for graduate level classes will be taxed on the difference
between the regular tuition and the reduced tuition amount. The taxable amount will be
deducted from the employee’s payroll check over the last four pay periods of each
semester. Employees will receive a notice advising them of the amount of the added
benefit prior to deduction from their check.
5
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6
Idaho State University
EMPLOYEE TUITION REDUCTION AUTHORIZATION FORM
Student’s ISU ID Number
Semester
Year
Student’s Name
Employee
Spouse
Please circle which University the student plans to attend.
ISU
Uof I
BSU LCSC
CSI EITC
Course
Number
Course Title
No. of
Credits
Day(s) of
Class
Class
Time
*To be eligible for tuition reduction this waiver must be submitted to the Office of Human Resources prior to the add/drop date for the requested courses.*
B
efore signing this form, please review the attached tuition reduction program.
Employee’s Name: Employee’s Bengal ID:
Employee’s Signature: Date:
(Signature acknowledges all information is correct and I have read and understand the information detailed in the Employee and Spouse Tuition Reduction Benefit)
Department Ext.
Supervisor’s Name Ext.
(Please Print)
Supervisor’s Signature Date
Supervisor/Dean/Director/VP approval is not required for a spouse who is registering for classes
Dean/Director Name Ext. ___________________
(Please Print)
Dean/Director Signature Date
Vice Presidential approval is required only when employee is taking more than six credit hours per term; please see the
attached supplemental questionnaire for requests exceeding six credit hours.
Vice President’s Name Ext.
(Please Print)
Vice President’s Signature Date
Please return completed form and payment to the Cashiers Office, located in the
Administration Building or mail to Cashiers Office, Mail Stop 8219
(This form is available on the Human Resources web site with instructions.)
LATE FEES WILL BE ASSESSED FOR TUITION REDUCTION PAYMENTS AFTER THE DEADLINE
HR Office Use Only: Approved Disapproved Date:
7
EMPLOYEE TUITION REDUCTION AUTHORIZATION SUPPLEMENTAL QUESTIONAIRE
Instructions: The direct supervisor and/or department head shall complete this questionnaire as a supplement to the attached Tuition
Reduction Authorization Form for any employee who has requested enrollment in more than six credit hours per term. Please provide
detailed analysis for consideration of the management chain, including your Vice President, that the following factors have been
weighed in recommending approval of this request. Attach additional sheets or information as necessary. Management has the
authority and responsibility to approve, modify, or deny the proposed course schedule based on the business needs of the
organization.
1. FTE: Is the position full-time, part-time, 12, 11, 10, or 9 month appointment?
2. Type of Position: What is the position type and responsibility level? Is this a management level
position? Does the responsibility level of the position require extended work hours that could come in
conflict with class and study times?
3. Wo
rk Schedule: Does the position work regular shifts, rotating shifts, nights? How has management
ensured that classes and study time will not interfere with the work schedule of the employee?
4. Performance Rating: What is the performance history and current rating of the employee? Has the
employee proven to be a top performer while enrolled in classes previously?
5. Type of Educational Program: Does the employee wish to take classes in a program that will require
future lock-step credit-hour commitments? Is the employee in an undergraduate vs. graduate level
program? Academic vs. PTE program? Will the type of proposed education program and related time
commitments have an impact on the employee’s job performance?
6. Professional Development: Is the proposed educational program related to the employee’s current job?
How does approval of this program of study improve the knowledge skills and abilities in their current
job, and/or make the employee a more likely candidate for future leadership roles within the unit?
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Completed 27 July 2020

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