Employee Educational Assistance

Administrative Policy Number: TX-301

I. Scope

This policy applies to all eligible employees of William & Mary, including the Virginia Institute of Marine Science (hereafter referred to as “the university”).

II. Purpose

The purpose of this policy is to provide guidance on the university’s employee educational assistance program in support of the university’s commitment to enhancing an employee’s education, training, and professional development and growth.

Exclusions:

1. Online Master Business Administration
2. Master of Science in Business Analytics
3. Counseling Education M.Ed. Programs
4. Geographic Information Science Certificate Program (GIS)
5. Executive Master Business Administration
6. Executive EdD program (limited to one course in the fall and spring semesters and two courses in the summer term). Concentrations in K-12 and Gifted Administration of the Executive EdD program are not eligible.
7. “All online courses managed by a 3^rd party offered by Mason School of Business and School of Education are ineligible for employee educational assistance”. Please check with the schools to verify whether your program qualifies for the benefit.
8. Employee family members are not eligible under this policy

III. Definitions

• Eligible Employees are faculty and staff who participate in the VRS or ORP retirement program. Hourly employees who are eligible for paid time off may also be eligible. Contact Human Resources for further guidance.
• Ineligible Employees are adjunct faculty, temporary hourly employees, and student employees. Employees on educational leave for the upcoming semester, employees who are on leave without pay for personal reasons, and employees who have an active disciplinary action on file should not be approved for educational assistance.
• Tuition Waiver is undergraduate-level tuition waived by the university for an approved academic credit course taken at William & Mary.
• Tuition Assistance is graduate-level tuition paid for by the university for an approved academic credit course taken at William & Mary.
• Tuition Reimbursement is any tuition reimbursed by the university for an approved, work-related, academic credit course taken at an institution other than William & Mary.
• Satisfactory Completion is the completion of an approved academic credit course with a grade of “C” or better or “Pass” in a Pass/Fail course.

IV. Policy

A dean, department head, director or supervisor, may grant approval to an eligible employee for them to enroll in an academic credit course of instruction at William & Mary and have the current tuition paid for or waived within the terms of this policy.   

A dean, department head, director or supervisor, may also grant approval to an eligible employee for them to enroll in an academic credit course of instruction at an institution, other than William & Mary, and have the current tuition reimbursed under the terms of this policy, provided the courses are not offered at William & Mary and are directly related to the employee’s job.

Note: Tuition reimbursements will be handled through Payroll.

Participation in the educational assistance program, requires that an eligible employee be employed and actively working at the time they register for classes. Eligible employees must continue employment eligibility during the duration of the semester.  If the employee leaves employment without the course being completed (final grade); the employee waiver will be revoked and the employee will owe the university the waiver amount. Educational assistance is not available retroactively. 

Participation in the educational assistance program is by approval only. Therefore, an eligible employee must complete an Employee Educational Assistance Form and provide it to their dean, department head, director or supervisor, who will approve or deny the request, prior to registration. If an ineligible employee is granted approval by his/her department, then the department will be charged for the cost of tuition and fees associated with the courses taken by the ineligible employee.

A maximum of 6 credit hours in educational assistance is allowed for each semester and during summer session (all summer sessions combined).  Educational Assistance is applied to the employee’s student account via a completed and approved Employee Educational Assistance Form, which must be provided to the Student Accounts Office by the Last Day to Add/Drop Classes. 

If an employee does not provide a completed and signed Employee Educational Assistance Form to the Student Accounts Office by the Last Day to Add/Drop Classes, then the employee will be responsible for paying the full tuition of those courses.

If an employee does not complete the course with a grade of “C” or better or “Pass”, withdraws from the course at any time during the semester or session, or separates from the university before completing the course, then the employee will be responsible for repaying the full amount of tuition originally paid for or waived by the university. If the course(s) were taken at an institution other than William & Mary, then the employee will not be reimbursed.

Classes should be taken during non-working hours or the employee should use accrued leave to account for a 40-hour workweek. With approval from a dean, department head, director or supervisor, the employee may be allowed to work a “flex” schedule, adjusting work hours related to time spent in class.

V. Tax Information

Undergraduate educational assistance benefits are not subject to tax reporting or withholdings.

Graduate educational assistance benefits are excludable from tax reporting and withholding up to $5,250 annually. Amounts in excess of $5,250, are subject to tax reporting and withholdings, and will be included in the employee’s reportable taxable income with appropriate taxes withheld. For amounts in excess of $5,250, taxes will be withheld from the employee and the department index will be charged the corresponding FICA tax at the time educational assistance is reported and processed.

The amount credited to the employee’s annual educational assistance benefit will be based on the calendar tax year in which the educational assistance (waiver) was applied. Educational Assistance is generally applied at the beginning of each semester/session or no later than the Last Day to Add/Drop Classes.

VI. Approval & Amendment

• This policy was created by Offices of Finance and Human Resources effective January 1, 2019, and may be amended or terminated by the Senior Vice President of Finance and Administration.
• Questions about the implementation of this policy or its interpretation should be directed to the Vice President for Finance and Chief Financial Officer.

VII. Related Documents & Resources

• DocuSign Form (Link to Self Service - Employee - Employee Forms)
• DocuSign Form Instructions - Employees (pdf)
• DocuSign Form Instructions - Supervisors (pdf)
• Graduate-Level Tax Withholdings Calculator (Box login required)
• Graduate-Level Tuition & Fees
• Frequently Asked Questions (doc)
• Employee Education Assistance Reimbursement Approval Form (doc)