Policies and Procedures

Skip Navigation LinksC0404p Tuition Reimbursement Procedures and Criteria

In order to qualify for tuition reimbursement, the course or courses for which the reimbursement is requested must meet the following criteria:

  1. The employee must receive approval from Human Resources before beginning a program or taking individual courses and,
  2. The employee must have completed at least one year of employment at Western prior to the beginning of the course or program and,
  3. The course or courses must be provided by an accredited college or university and
  4. The course or courses are directly related to the staff member's current assignment or
  5. The course or courses are required for progress toward the completion of a graduate or undergraduate degree where the completion of the degree is determined to be essential to the individual's current position or will improve that individual's ability to perform more responsible assignments within the College.
  6. The course is scheduled outside the employee's regular working hours; or if the course is scheduled during the employee's normal working hours, the employee makes satisfactory advance arrangements with their immediate supervisor to make up the time missed.
  7. The employee earns at least a grade of a C or Pass for undergraduate credits or at least a B or Pass for graduate credits.
  8. Tuition reimbursement per individual is limited to an annual fiscal year maximum of $5,000 for full time employees, and a lifetime maximum of $20,000. Any reimbursements in a calendar year that exceed the allowable IRS taxable benefit will be added to the employee's taxable income reported on their IRS form W-2.
  9. The employee must submit to the Human Resources Office a completed Tuition Reimbursement Form along with a transcript or grade report, evidence of payment of tuition (invoice or fee statement clearly identifying tuition charged), and evidence of satisfactory completion of the course. Reimbursement should be submitted within 20 days of completion of the course or as soon as grades are made available. Payment will be processed and applied to the fiscal year based on the start date of the course. of the course. 
  10. Should the employee voluntarily leave the College, the employee shall refund the College any tuition reimbursement allocated to the employee by the College in the previous 12 months.
  11. Benefit eligible faculty that have been hired without the degree required by the Higher Learning Commission, and are required to complete a degree within an agreed upon timeframe, are eligible for tuition reimbursement based on the terms outlined above (number 2 is waived).

 Revised January 1, 2016

 Revised January 27, 2014
 Revised March 20, 2012
 Approved October 20, 2009

​Reference Policy: C0404 Tuition Reimbursement