Frequently Asked Questions
What is the Employee Tuition Assistance Program?
The Employee Tuition Assistance Program provides assistance with tuition for classes taken at an accredited institution. This program provides reimbursement of tuition up to $2,000 per calendar year for full-time employees and part-time employees (> 0.5 FTE) who have completed their first 90 days.
Who is eligible to apply for Tuition Assistance?
You are eligible to apply for the Tuition Assistance program if you meet all the following criteria:
- Have completed 90 days of employment
- Are an active full-time or part-time employee regularly scheduled to work 20 hours or more (> 0.5 FTE) per week
- Are pursuing a course of study at an accredited university or college that leads to licensure, degree, and or meets the criteria of business or operational necessity related to your current position or another position within NHRMC
- Currently not under active, written disciplinary action prior to approval
What classes can be reimbursed?
To be eligible for reimbursement, courses must meet the following guidelines:
- Are from an accredited university or college
- Is a course of study that leads to licensure or degree. Courses for credit, including Internet courses, are eligible if they:
- are clinical course
- are non-clinical, but essential to the Medical Center's operation
- will maintain or improve the skills required of the employee in his/her work
- will meet the requirements for assuming greater responsibilities within the organization
- will enhance the employee's potential for advancement to a postion which the employee has a reasonable expectation of achieving
- Employees must receive a grade of C or better for undergraduate courses, B or better for graduate courses, and a P grade Pass/Fail courses, and a pass for certification exams.
Courses can be classroom, video-based, distance learning, web bases, and e-learning.
Non-credit courses that are required as a past of the curriculum leading to a degree or initial licensure will be considered on a case-by-case basis subject to approval by the respective Vice President and Human Resources.
What does the Tuition Assistance reimburse?
The tuition assistance program covers tuition, initial certification exams, lab fees and books. It does not cover application fees or any additional fees, taxes, or shipping costs.
I am starting a class next week. Is it too late for me to apply for tuition assistance?
We will accept applications to approve a course up to the day the course begins or the exam day. Applications after classes have started or certification exams have been taken will not be accepted. Your application will take up to four weeks to process, so if you want your course paid for in advance, you will need to submit the application 30 days before the class begins.
I paid more for my classes than I was reimbursed. Why is there a difference?
We pay for tuition only. You may have a number of other fees included in your bill such as student fees, application fees, technology fees, exam fees, parking fees, etc. However, we only reimburse for the cost of initial certifications, tuition and labs. For example, at CFCC we reimburse $56.50 per semester hour, so if you are taking a 3 credit course at CFCC, you will receive $169.50 in tuition assistance.
How do I get reimbursed for my books?
In order to get reimbursed for you books you need to first purchase the books. When you submit your Reimbursement Request form include the cost of the books with the itemized receipt. We cannot reimburse receipts that do not identify the name of book. Nor can we reimburse before the book is purchased. We also do not reimburse for tax or shipping costs. You also need to prove that the book is required for the class. We do not pay for notebooks, or other school supplies.
Can I use the Employee Tuition Assistance Program for reimbursement of a certificate/certification program?
Initial certifications are eligible, and certification prep courses are eligible. Recertifications are not covered under the Tuition Assistance Policy.
Can I use the Employee Tuition Assistance Program for reimbursement of an educational conference?
Correspondence courses, seminars, conferences and Computer software courses (i.e. Microsoft Word, Excel, Access) are not covered under the Tuition Assistance Policy.
Can I use tuition assistance to get my nursing license?
No, we do not pay for licensure.
Can I use the Tuition Assistance Program for reimbursement of an online degree course?
Online degree programs are eligible for tuition assistance if the program is approved you your supervisor, respective Vice President, and Human Resources. These are considered on a case-by-case basis.
Is there a dollar maximum that can be reimbursed or advanced?
Yes, assistance is available for a maximum of $2,000 per calendar year. The course is credited to the calendar year in which the course ends. Reimbursement is limited to incurred tuition expenses. Transportation costs, application fees, late fees, parking costs, graduation fees, examination fees, supplies, registration fees, application fees, student fees, and other similar costs are not eligible for reimbursement.
Is there a grade requirement to receive tuition assistance?
Employees must receive a grade of "C" or better for undergraduate courses, a "B" or better for graduate courses, a "P" grade Pass/Fail courses, and a "Pass" for certification exams. Employees receiving tuition assistance who do not successfully complete the course or submit applicable grades, will not be eligible for additional advancement or reimbursement until the initial advancement has been repaid.
What happens if I receive an advance but I don't complete the course or my grades don't meet the requirements?
Official grades and proof of payment must be submitted within 30 days from the completion date of the course and receipt of your final grade. Failure to complete the course, or unsatisfactory grades will also require repayment. Failure to meet these requirements will result in the full amount being recouped from your next paycheck.
Will I have to repay the money if I leave employment at NHRMC?
Yes, participants must agree to remain at NHRMC for two years following reimbursement. If you terminate employment (either voluntary or involuntary) you will be required to repay the medical center as follows:
- The full amount of tuition assistance paid to employee in any of the 12 months preceding their termination date and/or
- Half of the full amount of tuition assistance paid to the employee in any of the 13-24 month period preceding their termination date.
This service payback requirement is not an employment contract and does not obligate NHRMC to provide continued employment to any person.
How and when do I apply?
Download and complete the Tuition Assistance Application for Approval. Applications should be submitted 30 days before the beginning of each semester/quarter for classes that you are requesting reimbursement. Applications submitted after the course start date or exam date will be denied. A new application is needed for each semester.
If you are interested in participating in the program, you should first discuss your professional development plan with your supervisor. Once you and your supervisor have approved a course or courses that are related to your current job or will enable continued career growth at NHRMC, you and your supervisor should complete and submit the application by mail or fax to:
NHRMC HR Benefits
Employee Tuition Assistance Program Administrator
Fax: (910) 815-5969
Phone: (901) 343-7049
Tuiton Assistance Applications must be signed by employee and employee's supervisor. (See Applying.)
Will I have to pay taxes on the money I am reimbursed?
The benefit is not considered taxable income for eligible employees. It is paid in you check tax free. However, according to Internal Revenue Code guidelines, any amount reimbursed which exceeds the program maximum in a calendar year ($5,250), will be taxable. Taxability is determined based on the date that the reimbursed payment is issued.
How will I know whether my application is accepted for reimbursement?
We will send you a confirmation statement by email within 5 business days after benefits receives your completed application. The confirmation email will indicate whether your application has been approved for assistance. Keep a copy of your application and your confirmation email to send when you submit for reimbursement.
How do I get reimbursed?
After you have completed the application, send the Reimbursement Request Form, your book receipts, itemized bill from the college or university, and a copy of your schedule or your registration form. You can receive your advancement prior to end of the course or wait until up to 30 days after the course ends or you take the exam, whichever you prefer. Send information to:
NHRMC HR Benefits
Employee Tuition Assistance Program Administrator
Fax: (910) 815-5969
Phone: (901) 343-7049
Official grades and proof of payment must be submitted within 30 days from the completion date of the course and receipt of your final grade. You must submit your Reimbursement Request form within 30 days of course completion or after the exam date. After 30 days your application will be closed and no longer eligible for reimbursement.
Tuition Assistance benefits will be credited to the calendar year in which the course was completed.
Benefits will notify you by email when your reimbursement has been processed and when to expect the reimbursement / advancement in your scheduled paycheck.
How will a scholarship/grant affect my tuition assistance?
NHRMC will not duplicate tuition assistance made by any other agency or institution, such as the Veterans Administration, grants or scholarships. You need to declare any grants or scholarships on your Tuition Assistance Application. You will also need to provide us with receipts that include any grant or scholarship information.
When should I submit my grades?
Within 30 days of class completion. If you have received a tuition advance and you do not submit your passing grades within 30 days, or you do not successfully complete the course, you will be responsible for repaying your advancement. Also, if you have not submited your Reimbursement Request form within 30 days of completion your applicaiton will no longer be eligible for reimbursement.
Since I don't receive my grades until December for fall semester classes, which year will my reimbursement be applied?
The reimbursement will count against the calendar year end date of the Fall course, but since the taxability is determined based on when the reimbursement is paid/issued, this could impact the taxability of future payments during that calendar year.
How long will it take to receive my tuition assistance after I have provided the necessary documentation?
Please allow four weeks for reimbursement following the receipt by NHRMC Benefits of your proof of tuition, exam, and schedule information.
How will I receive my tuition assistance money?
Your tuition assistance payment will be directly deposited along with your regularly scheduled paycheck. This money is paid out tax free. You check should be deposited within four weeks from receipt of required documentation.
If I am on an approved leave of absence, can I participate in the Employee Tuition Assistance Program?
If you are on a leave of absence, you are not eligible to apply or participate in the program. However, if you apply and receive approval to participate in the program prior to your leave of absence and return from your leave prior or on the start date of your class, you would be eligible for tuition assistance. In addition, if you take an intermittent leave of absence and continue to work 20 or more hours per week, you are eligible to participate in the program during your leave of absence.