Navigating the KU Employee Tuition Assistance Program
The University of Kansas (KU) recognizes the importance of lifelong learning and professional development for its employees. To support this, KU offers a comprehensive Employee Tuition Assistance Program designed to make education more accessible and affordable for eligible faculty and staff. This article provides a detailed overview of the program, its eligibility requirements, covered courses, application process, and other important information.
Purpose and Goals
The University of Kansas supports the training and professional development of its staff to facilitate opportunities for life-long learning, encourage employee productivity, enhance career development, and to encourage participation in campus committee service. The Employee Tuition Assistance Program is designed to assist eligible employees in covering the cost of tuition for courses taken at KU or other accredited institutions. This program aligns with KU's mission of teaching, research, and service by investing in its employees' growth and development.
Eligibility Requirements
To be eligible for the Employee Tuition Assistance Program, employees must meet specific criteria related to their appointment status and length of service.
- Faculty/Staff Eligibility: The Employee Tuition Assistance Program applies to faculty and staff with an appointment of 48% or greater to a regular position with at least 6 months of continuous KU service as of September 1st for the Fall semester, February 1st for the Spring semester, or June 1st for the Summer term.
- Appointment Type: The program is available to University Support Staff, Unclassified Professional Staff (UPS), and faculty appointed to a 48% or greater regular appointment.
- Exclusions: The Employee Tuition Assistance Program is not available to temporary employees, including student employees, non-KU employees, and affiliates.
Scope of Coverage
KU provides eligible employees with assistance to cover up to 12 credit hours per calendar year. How that is split up per semester is at the discretion of the employee. The program covers tuition for a variety of courses, both at KU and other institutions, with certain limitations.
Eligible KU Courses: Eligible KU courses (up to 12 credit hours per calendar year) are covered under the program. KU campus fees are automatically covered with the “staff rates” applicable to KU faculty and staff.
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Courses at Outside Institutions: Courses at outside institutions may be eligible if the course, or its equivalent, is not offered at the University of Kansas as determined by Human Resources and Enrollment Management.
- Tuition assistance will only be granted for outside institutions if the course, or its equivalent, is not offered by the University of Kansas as determined by HR and Enrollment Management. In the event an award is made for a class to be taken at an alternate educational institution, tuition assistance will be preliminarily granted contingent upon the employee providing documentation to HR verifying the course has been completed at the alternate educational institution. When HR receives sufficient documentation to confirm the course was completed, tuition assistance will be awarded in the form of reimbursement. The amount of the total award reimbursed to the employee will not exceed KU’s equivalent tuition rates.
Types of Courses Covered:
- Both undergraduate and post-baccalaureate level courses
- College credit classes for professional development purposes or personal enrichment
- Classes that are taken for a grade or credit
- Independent Study and distance education courses through KU Continuing Education may be approved on a case-by-case basis (program requirements must be addressed by the applicant)
- Online library science and instructional design classes through Emporia State University, following the Third Party Tuition Assistance process
- Vocational classes for-credit at area vocational schools or Johnson County Community College, following the Third Party Tuition Assistance process
- For-credit classes at Johnson County Community College (JCCC), following the Third Party Tuition Assistance process
- Thesis and dissertation hours on a limited basis. The maximum number of hours covered through this program include six (6) credit hours for a Master’s thesis or nine (9) credit hours for a doctoral dissertation.
- Employees interested in completing the General Educational Development (GED) test may apply to the tuition assistance program to cover the costs of the test. The employee must complete an application for admission by the start of classes. Employees should not wait for Tuition Assistance approval before completing an application for admission, as this can be a timely process.
Thesis and Dissertation Hours:
- Thesis and dissertation hours on a limited basis. The maximum number of hours covered through this program include six (6) credit hours for a Master’s thesis or nine (9) credit hours for a doctoral dissertation.
Limitations:
- Applications for courses not covered will be denied.
- HR may deny applications for courses not covered. HR will grant tuition assistance for outside institutions only if KU does not offer the course, or its equivalent, as determined by HR and Enrollment Management. HR will consider any exception on a case-by-case basis. In the event HR awards tuition assistance for a class at an alternate educational institution, the amount of the total award will not exceed KU’s equivalent tuition rate. Any fees required by an alternate educational institution will be the participant’s responsibility.
Application Process
To participate in the Employee Tuition Assistance Program, eligible employees must complete an application for each semester they wish to receive assistance. It's important to adhere to the established deadlines and provide all required documentation.
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- Application Requirement: An application for Tuition Assistance is required each semester.
- Application Deadlines: Application deadlines are firm and late applications will be denied.
- Application Form: Complete the Application for Staff or Staff Dependent Tuition Rate (PDF). Submit the form to Enrollment Services by the established deadline in the academic calendar.
- Submission: Submit the form to Enrollment Services by the established deadline in the academic calendar.
- Application Modifications: Applicants may submit modifications to their original application at any point based on changes to enrollment.
- Admission: Employees must apply for admission and enroll in courses before the enrollment period ends. Approval for tuition assistance does not guarantee admission. For more information about applying, undergraduate admissions information can be found here, and graduate admission information can be found here.
- Third Party Tuition Assistance: If applying to receive tuition assistance for a Third Party institution, the tuition assistance applicant is responsible for applying for tuition assistance following the deadlines and application processes detailed above. If approved, the tuition assistance will be a preliminary approval contingent upon the tuition assistance recipient completing the course at the third party institution. The preliminary approval will include the amount of tuition assistance that will be awarded upon the employee completing the course. The tuition assistance recipient would be responsible for paying for the course at the Third Party institution up front, and upon completion of the course must provide documentation to Human Resources verifying that the preliminarily approved course was completed and an itemized receipt from the institution showing the amount paid for the course. Upon receipt of sufficient documentation from the employee proving the course was completed, Human Resources will reimburse the tuition assistance recipient for the amount identified upon the preliminary approval. If the tuition assistance recipient fails to complete the course (e.g. withdraws, drops, etc.), or fails to provide sufficient documentation that the course was completed, the reimbursement will not be processed. If the tuition assistance recipient provides sufficient documentation that the course was completed, but with a failing grade, the grade may impact eligibility for tuition assistance for future semesters.
Important Considerations
Several important factors should be considered when participating in the Employee Tuition Assistance Program.
- Fee Payment Deadline: Students are still responsible for adhering to the fee payment deadline on their invoice regardless of whether the waiver has been applied or the form has not been received by the Registrar’s Office.
- Processing Time: Due to peak processing constraints, Employee Tuition Assistance awards often do not post to your student account prior to the billing date, however awards will always post prior to the due date. Please allow time for processing. If you have questions about your account, please contact HR. Note, reimbursement for third party institutions will be processed upon receipt of itemized tuition invoice and verification the course was completed.
- Dropping a Class: The Tuition Assistance program supports dropping a class during or after the full refund period without penalty. Employees are required to notify HR in the case of a dropped course sponsored by Tuition Assistance. If a course is dropped after the full refund period for that term, the Tuition Assistance credit hours for that course will still be deducted from those allotted to an employee in that calendar year. Employees who have a pattern of dropping courses past the full refund period will be denied future tuition assistance.
- Employment Changes: Employees are required to notify HR of any employment changes while participating in the Tuition Assistance Program. Individuals in the program whose positions end early due to lack of funds or restructuring, or who voluntarily resign, will not be required to repay their tuition, as long as they are employed for the majority of the semester.
- Academic Misconduct: Expulsion or a finding of academic misconduct will void the Employee Tuition Assistance Program award and will require the employee to repay the University the applicable amount of the award received for that semester.
- Supervisory Approval: Supervisors, consistent with the needs of the department, may permit employees to take courses during normal working hours, if the time can be made up or flexible work hours can be granted (non-exempt staff) and/or the responsibilities of the job are met (exempt staff). Departments are encouraged to make every effort to accommodate a staff member’s request to attend a course and should consider such factors as scheduling flexibility, work load, availability of other staff for coverage, and the number of other requests from employees.
- Non-Standard Circumstances: Not all unique circumstances can be addressed by policy or procedure. As a result, HR uses discretion in the approval or denial of the tuition assistance based upon the application of program principles, existing guidelines, etc. HR is the designated University authority to make the final decision on all awards issued through the Employee Tuition Assistance Program.
Additional Tuition and Fee Benefits
In addition to the Employee Tuition Assistance Program, KU offers other tuition and fee benefits to eligible employees and their dependents.
- Resident vs. Non-Resident Tuition: Eligible permanent employees may receive a waiver that waives the required campus fee and the difference between resident and non-resident tuition if the student is classified as a non-resident for tuition and fee purposes in accordance with K.A.R. 88-3-9.
- Affiliated Corporate Staff: Affiliated corporate staff, i.e. Full-time staff (100% appointment) of affiliated corporations (at KU Medical Center, this is The University of Kansas Health System) may receive a waiver of campus or area fees by submitting a letter of verification of appointment from the Human Resources office. Complete the Application for Staff or Staff Dependent Tuition Rate (PDF).
- Employee Rates Benefit: The employee rates benefit is available to full-time and part-time permanent staff (40-100% appointment) of any Kansas Board of Regents university and to faculty and staff of Reserve Officer Training Corps (ROTC) units at Regents universities. Employee appointments must start no later than the first day of the first full month of the semester and continue through the 60th class day of the semester. The benefit allows permanent employee to pay tuition equivalent to in-state rates. In addition, required student and wellness fees and off-campus area fees are waived. Applications for this waiver must be submitted to the Office of the University Registrar by the 30th calendar day after the first day of classes for the semester in which you are applying.
- Affiliated Corporations Waiver: Full-time permanent staff (100% appointment) of affiliated corporations (KU Alumni Association, KU Athletics, KU Center for Technology Commercialization, KU Endowment Association, KU Medical Center Research Institute, KU Memorial Unions, KU Physician’s Institute, and the University of Kansas Hospital Authority) may receive a waiver of required student and wellness fees and off-campus area fees.
- Spouses and Dependents: Spouses and dependent children of KU benefits eligible employees (100% appointment or the employee holds a regular payroll appointment for at least 40% time but less than 100% time and is enrolled in a graduate program) may be allowed to pay tuition equivalent to in-state rates.
- Graduate Teaching Assistants (GTAs), Graduate Research Assistants (GRAs), and Graduate Assistants (GAs): Graduate students with a GTA, GRA, or GA appointment of 40% or more are eligible for the employee rates benefit. Individuals who hold concurrent GTA, GRA and GA appointments totaling 40% or more as also eligible. Individual who hold consecutive GTA/GRA/GA appointments that if were a single appointment would meet the eligibility requirements are also eligible. The benefit allows GTA/GRA/GAs to pay tuition equivalent to in-state rates. For fall eligibility, a GTA must have an appointment that starts no later than September 1 and continues for a minimum of four months.
- Employee Dependent Tuition Assistance: Employee Dependent Tuition Assistance information is available on the Financial Aid and Scholarships webpage.
Recent Changes and Future Evaluations
KU is committed to continuously improving its employee benefits programs. In recent years, the university has made significant changes to the Employee Tuition Assistance Program to better support its employees and their families.
- Expanded Program for Dependents: Under the new plan, children or other dependents of KU employees will qualify for a scholarship to cover six hours of undergraduate classes per semester, in addition to a $1,000 annual scholarship that the university already offers.
- Increased Credit Hours for Employees: KU previously had allowed employees to take one class per semester free of tuition. The program now will allow eligible employees - generally non-tenure track faculty and staff with more than a year of service - to complete up to 12 credit hours per year without paying tuition. That program also is set to begin in the spring 2023 semester.
- Ongoing Evaluation: KU leaders would continue to evaluate the program for potential changes in the future.
Additional Resources for Employees
KU offers a variety of resources to support employees' well-being and professional development.
State Employee Assistance Program (SEAP): SEAP is free and available to you and your family 24/7 to help you deal with emotional or family concerns, alcohol or drug abuse, depression and other behavioral health matters, or financial and legal issues. Find more information about SEAP at www.liveandworkwell.com.
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The Work Number: The Work Number is an automated service that securely provides instant employment and income verifications.
Deferred Compensation (457 plan): Deferred Compensation (457 plan) deductions are a way for employees to reduce their current federally-taxable income.
Tax-Sheltered Annuities (403b plan): Tax-Sheltered Annuities (403b plan) are another way for employees to reduce their current federally-taxable income.
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