Educational Benefits

 
 
Document Number:
HMRS-0005
Revision #:
v1.0
Document Owner:
Human Resources
Date Last Updated:
7/8/2021
Status:
Approved

Policy Content
NOTE: Tuition remission for spouses and dependent children of full-time employees and of retired or deceased full-time employees is granted only for work toward an undergraduate or graduate degree. The only exception to this policy is that full-time employees’ spouses or dependent children who have received a baccalaureate or master’s degree but are required to complete certain undergraduate courses for the purpose of achieving teaching certification in the State of Texas may take those undergraduate courses as a special student and receive tuition remission under the conditions stated above.

 
All full-time employees at Trinity University may enroll as a scholarship student in one undergraduate or graduate course each semester. Fees associated with courses are to be paid by the employee. Tuition remission for a graduate course is taxable. To secure a scholarship the employee must complete an application form available in the Office of Academic Affairs (faculty and contract staff) and in the Office of Human Resources (classified employees). The request should be made one month in advance of the registration period for the course to be taken. The tuition remission will be made prior to the registration for the course.

If the employee wishes to take a course and have the course appear on an official transcript, the person must go through the regular admission and registration process. This means that the first time the employee takes a course at Trinity University he/she will be charged the regular application fee charged all students for setting up academic records.

Employees are exempt from student activity fees, but must pay any fees associated with a particular course or courses of study, including but not limited to the skeet fee, geology field trip fee, etc.

Full-time employees who retire from Trinity University or their spouses are eligible for 100% tuition remission for one undergraduate course or for one graduate course each semester. Graduate tuition remission is a taxable benefit.

Application and supporting materials must be submitted no later than 30 days prior to registration.
  1. Dependent Children
Graduate tuition remission will be granted to dependent children of fulltime employees, while doing satisfactory work toward their first graduate degree, on the following basis: beginning with the third year of employment, dependent children are eligible for 50% tuition remission scholarship. All benefits cease upon the resignation or termination of the employee. All benefits are taxable.
  1. Dependent Children of Retired or Deceased Full-Time Employees
Dependent children of former full-time employees who retired or died while actively employed at age 55 or later and had 10 or more years of service or age 65 and had 5 or more years of service, will be granted 50% tuition remission. All benefits are taxable.
  1. Spouses
Spouses of full-time active or retired employees are eligible for 50% tuition remission for one graduate course per semester. All benefits are taxable. The waiting period varies between the full-time, retired, and deceased employees. (See the summary table).
  1. Dependent Children
Undergraduate tuition remission will be granted to dependent children of full-time employees, while doing satisfactory work toward a baccalaureate degree, on the following basis: beginning with the third year of employment, dependent children are eligible for 50% tuition remission, and beginning with the fifth year of employment, dependent children are eligible for 100% tuition remission. All benefits cease upon the resignation or termination of the employee.

Tuition remission is available only when the prospective student has gained admission to the University by the regular process and paid the regular application fee charged all students for setting up academic records. To be eligible the child of the employee must be a legal dependent of the employee. If in the process of earning a baccalaureate degree the student ceases to be a dependent of the employee, tuition remission may be continued providing there is not an interruption of more than one semester in the progress toward a degree. The University reserves the right to request the employee to submit proof of the child’s dependency as it is defined by the IRS. To secure a scholarship the faculty and contract staff employees must complete an application form available in the Financial Aid Office. Classified employees must complete an application available in the Office of Human Resources. Employees who have children older than the traditional college age (18-22) are asked to add routinely a copy of their current IRS return (only the page that lists dependents by name) to the tuition remission application form. The form should be filed one month in advance of the anticipated registration period. If the request is approved, the scholarship award will be issued prior to the anticipated registration period.

Employees’ spouses and dependent children who receive a full-time tuition scholarship as part of the employee’s fringe benefits will not be eligible to receive President’s Scholarships or Trustee’s Scholarships.
  1. Dependent Children of Retired or Deceased Full-Time Employees
Dependent children of full-time employees who retired or died while actively employed at age 55 or later and had 10 or more years of service or age 65 and had 5 or more years of service, will be granted 100% tuition remission while making satisfactory progress toward a degree. For purposes of this section, and in accordance with the Internal Revenue Code, tuition remission that is granted to dependent children is not taxable. Tuition remission is taxable when granted to dependent children of deceased former employees when either (a) the dependent child’s remaining parent is still alive or (b) the dependent child has attained age 25 or greater.
  1. Tuition Remission for Spouses
Spouses of full-time active or retired employees are eligible for full tuition remission for one undergraduate course per semester. The waiting period varies between the full-time, retired, and deceased employees. Non-degreeseeking spouses taking only one undergraduate course per semester will not be charged the Student Activity Fee.
Full-time employees will have to complete the four-year employment requirement before they can receive tuition exchange benefits for their dependent children. Trinity University currently offers tuition exchange benefits through established agreements. Information concerning tuition exchange is available in the Student Financial Services office or the Financial Aid website.

The program through the Associated Colleges of the South (ACS) requires a payment by the student of $1,500 per year during the period of time in which the dependent student participates in the program. Trinity University pays an additional $1,500 per year to the Associated Colleges of the South for each Trinity University dependent participating in the program. Participating ACS institutions are: Birmingham-Southern College, Centenary College of Louisiana, Centre College, Furman University, Hendrix College, Millsaps College, Morehouse College, Rhodes College, Rollins College, Trinity University, University of Richmond, and University of the South.
The following chart (labeled as "Tuition Remission and Tuition Exchange Policy Chart" under attachments) gives an outline of the tuition remission and tuition exchange policy.
 
Within the fee policies established for Conferences and Special Programs, full-time faculty and staff members and their families are entitled to the following benefits.

A. Full-time faculty and staff members or their immediate family members may take courses or participate in special programs for a discounted fee on a space-available basis.

B. All individuals will pay the full charge on meals or materials of the program for which they register.

Exceptions to this policy will be made only when the instructor or the size of the room limits the number of persons who can be accommodated in the course, or when the number of paid attendees is less than that required to cover expenses for the course. If faculty or staff members or their families wish to register for a course that has a limited enrollment, they may pay the full fee as a regular registrant.

To register on a space-available basis (discounted fee), faculty or staff members should notify the Office of Conferences and Special Programs of their intent to register for the course or program and will be enrolled on a first-come, first-served basis. Faculty or staff members and their families will be notified approximately three days before the beginning of the program if space will be available. In instances where a specific academic department is sponsoring the conference or program, special registration forms will be provided for that faculty or student group, and these people will get priority placement in the program.

Information concerning Conferences and Special Programs is available at the William Knox Holt Conference Center.
A full-time classified staff employee may request permission to enroll in University courses upon commencement of employment. This benefit is not available to part-time or temporary classified staff employees. An Application for Tuition Benefits form must be completed by the employee and approved by the departmental Director/Chair and forwarded to the Human Resources Office for final approval and processing. Upon presentation of this approved form at registration tuition is waived for full-time classified staff taking no more than one (1) course per semester. The employee is responsible for all other fees and charges. In addition, the following conditions will apply:
(a) Course work taken during an employee’s normal work schedule will not exceed one course per semester or more than nine (9) credit hours per academic year.

(b) Enrollment in University courses requires that: (1) time absent from work is made up through an adjusted work schedule, or charged to vacation leave, and (2) the enrollment has supervisory approval.

(c) Enrollments must not displace regular Trinity students in a course.

(d) Employees must file an application for admission with the Admissions Office and meet the student entrance requirements.

(e) Class attendance will not take priority over work to be performed except as outlined in (b) above.

When a full-time classified staff employee is requested by the departmental supervisor to enroll in a course which is directly related to his/her assigned duties, time spent in class will be considered as part of his/her regular work schedule with supervisory approval.

The Director of Human Resources will initiate or assist in the development of inservice training for University employees. Classified staff may attend in-service training programs after obtaining approval from the departmental supervisor.

(a) In-service training courses may be offered during regular office hours, outside of working hours or a combination of both, depending upon the nature and purpose of the course.

(b) The time spent by a classified staff employee in training programs will be considered part of the regular work schedule. Equivalent time off will be granted to the employee during the same workweek if the training opportunity is outside of regular work hours.

Although satisfactory completion of course work or in-service training may result in qualification for a higher classification or promotion, such actions are not automatic. Reclassification or promotion must conform to the University policies governing such actions.

Full-time classified employees receive tuition remission (tuition cost only, associated fees and non tuition fees are not covered) for dependents based on the following requirements:

(a) Employees’ spouses receive a 50 percent reduction on one (1) course per semester for both undergraduate and graduate courses (with no waiting period). Tuition remission for graduate work is considered as taxable income.

(b) After completion of four (4) years of service, employees’ spouses receive 100 percent tuition reduction for one (1) undergraduate course per semester. Tuition remission for employees’ spouses is contingent upon their pursuit of a degree from Trinity University.

(c) Full-time classified employees are entitled to a 50 percent reduction in undergraduate tuition for their dependent children after two (2) years of service. After completing four (4) years of service, full-time classified employees’ dependent children receive 100 percent reduction in undergraduate tuition. Eligibility for tuition remission is contingent upon the pursuit of a degree from Trinity University.

(d) Classified full-time employees may become eligible for undergraduate tuition exchange for dependent children after completion of four (4) years of service.

(e) Dependent children of full-time employees who retired or died while actively employed at age 55 or later and had 10 or more years of service or age 65 and had 5 or more years of service, will be granted 100% tuition remission while making satisfactory progress toward a degree. For purposes of this section, [(e)], and in accordance with the Internal Revenue Code, tuition remission that is granted to dependent children is not taxable. Tuition remission is taxable when granted to dependent children of deceased former employees when either (a) the dependent child’s remaining parent is still alive or (b) the dependent child has attained age 25 or greater.

Part-time employees who later transfer or are promoted to full-time positions must satisfy full-time service requirements as stipulated in the policy for dependent tuition remission.

An employee who submits a resignation or is terminated while utilizing tuition remission (self or dependents) must withdraw from the course(s) or remit tuition payment.
Revision Management

Revision History Log:

Revision #:

Date:

Recorded By:

v1.0
8/15/2019 11:38 AM
Kelleebeth Cantu
 

Vice President Approval:

Enter Vice President(s) that are responsible for approving this document

Name:

Title:

Gary Logan
Vice President for Finance & Administration