SUNY PP Home Page   Print Page   Close Page   Convert current file into a PDF document   Convert current file into a DOC document



Category:
Financial
HR / Labor Relations



Responsible Office:

Policy Title:
Tuition and Fee Assistance for Employees

Document Number:
8205

Effective Date:
November 29, 1972


This policy item applies to:
Community Colleges
State-Operated Campuses
Statutory Colleges
Table of Contents
Summary

Policy
Definitions
Other Related Information
Procedures
Forms
Authority
History
Appendices


Summary

The State University of New York (University) Board of Trustees has established a policy of tuition assistance for eligible employees of the University, the Community Colleges and the Research Foundation of State University of New York. This policy provides that up to 100 percent of the cost of tuition and fees charged for eligible courses of instruction may be waived where such employees enroll in courses at a campus of the University.


Policy

I.     The State University of New York (University) Board of Trustees has established a policy of tuition assistance for eligible employees of the University, the Community Colleges and the Research Foundation of State University of New York. This policy provides that up to 100 percent of the cost of tuition and fees charged for eligible courses of instruction may be waived where such employees enroll in courses at a University campus. The policy also provides that employees may be reimbursed for eligible courses of instruction if taken at other than a campus of the University. In the latter case, the funds must be made available by the employing campus.

II.    Classified service employees in the operational, administration, and institutional and the professional, scientific and technical bargaining units are eligible for financial assistance toward the cost of further education under a program separately financed as a consequence of negotiated agreements. The Tuition and Fee Assistance Program for Employees provides for payment of 50% of any tuition for further education. Such education need not be job-related or in a University program; however, the employee must bear the cost, which cannot then be waived under the procedures described herein.

III.   Application for such financial assistance is made through submission of Form A: PS-304, Tuition Support Application - Employee Benefits Program. The completed form should be forwarded directly to the Office of the Assistant Vice Chancellor for University-wide Human Resources, State University of New York, State University Plaza, Albany, New York 12246.

IV. This procedure item applies to Community Colleges only insofar that eligible Community College employees, as defined below, may have the cost of tuition and certain fees waived for courses of instruction taken at campus of the University with the University being repaid. Except for these waivers of tuition campuses of the University, waiver or reimbursement of the cost of employee training at their own college or at other campuses is at the discretion of the individual Community College.

V. Levels of Support

VI.   Costs to be Waived or Reimbursed

A.   Costs which may be waived by campuses of the University -

1.    Professional Service Employees:

a.    100% Support - The following costs may be waived completely when incurred by an eligible professional service employee taking courses approved at the 100 percent level.

i.     Tuition

ii.     Laboratory or Instructional Fee

b.     50% Support - The cost of tuition ONLY may be waived up to the level of support which has been approved.

2.     Classified Service Employees:

The cost of tuition ONLY may be waived up to the level of support which has been approved.

The following guidelines should be generally observed:

a.    Reimbursement is not intended to operate as a general financing of faculty graduate study, even though the attainment of advanced degrees by faculty members is desirable.

b.    Approval for reimbursement generally should not be given for courses that can be completed at campuses of the University itself, even though geography and time may make it convenient for personnel to attend another nearby institution external to the University.

c.    Courses for which approval is given should have a clear and direct relationship to the present or projected function of the individual as related to the needs of the campus.

d.    There should be definite assurance that the results of such expenditures will be of direct value to the campus concerned.

e.    All persons who undertake courses with the expectation of reimbursement should clearly understand that they are liable for all expenditures incurred unless final approval has been received.

VII. Colleges Where Courses May Be Taken

VIII. Approval Required

IX.   Reimbursing an Employee

A. 100 Percent or 75 Percent Support -

       An employee entitled to reimbursement for costs incurred for a course or courses approved at either 100 percent or 75 percent support will submit a State of New York Standard Voucher to the employing campus including:

1.    Proof of payment.

2.    The employee's copy of the Application Form B: B-140 with the necessary approvals. (The employee's copy of the form will be returned to the employee by the Office of University-wide Human Resources when all approvals have been secured.) Reimbursable costs must fall within the limitations specified in Section VIII. B, 2 and 3.

B.    50 Percent Support -An employee entitled to reimbursement for costs incurred for a course or courses approved at 50 percent support will follow the same procedure as in Section IX. A above. In addition, the employee will submit proof of satisfactory completion of the course or courses for which reimbursement at this level of support is requested.

X.    Leave for Employee Training or Education

       All job-related courses of instruction must be undertaken after hours, while in a leave status, or on the basis of an adjusted work schedule.

XI.   Standards

       It is to be clearly understood that the instructing college will apply the same academic and admissions standards to persons benefiting from the waiver of tuition as to all other students, with no relaxation of standards for University employees. Failure to complete a course satisfactorily will be considered in evaluation of further applications of the applicant.

XII.   Eligibility of Employees Holding Waiver for Fellowship and Assistantship

       A person who receives a tuition waiver may also be considered by the instructing college for a fellowship, scholarship or graduate assistantship.

XIII.  Clarification

       Questions relating to employee tuition and fee assistance may be directed to the campus tuition contact and then to the Office of University-wide Human Resources. The Assistant Vice Chancellor for University-wide Human Resources will coordinate the interpretation and development of the policy and procedure, with consultation as appropriate.

XIV. Community College and Research Foundation Employees Taking Courses in Colleges Other Than the University

       Community Colleges and Research Foundation employees taking courses at other than campuses of the University are not covered by this procedure. (Community College and Research Foundation employees are eligible for waiver or tuition at State operated campuses as outlined above.)

XV.  Application Procedure

       All persons covered by this procedure, as well as employee-interns and part-time faculty covered by Procedure for Waiver of Tuition for Specified Employees, should apply using Form B: B-140.

       The following procedure applies to attending state-operated campuses

A.   Employee/Applicant

1.    Complete Part 1 of Form B: B-140, Application for Tuition and Fee Assistance. After obtaining supervisor’s signature approving the application, the employee should keep the goldenrod (last) copy of the B140W and forward the 4 (four) remaining copies of the B140W form to the appropriate approving officer (either the human resource office or business office, varies by campus) at the employing campus.

B.   Officer of Employing Campus

1.    Complete Part II. Question 14 of Form B: B-140, Application for Tuition and Fee Assistance. This must be completed in full by the chief administrative officer or designee. If the request is disapproved, an explanation is noted and all copies are returned to the applicant.

2.    The employing campus should retain the pink (last) copy of the B140W and forward the remaining 3 copies to the “instructing” campus’s student accounts office.

C.    Instructing College

1.    Complete Part III itemizing tuition charges to be waived.

a.    If approved, the instructing campus should keep the third (yellow) copy and return 2 copies (white and green) to the employing campus. The employing campus should file this according to local procedures.

b.    If the request is disapproved, list reasons and return third (yellow) copy to the applicant as well as 2 copies (white and green) to the employing campus.

2.    If there is a Community College Tuition Reimbursement Waiver, the original (white) copy with all original signatures along with a Special Charge Voucher for reimbursement shall be forwarded to the University-wide Human Resource Office (System Administration, SUNY Plaza, Albany, New York 12246).

D.   University-wide Human Resource Office shall review the application to ensure the Community College has enough money allocation to cover the cost of the waiver and then forward the Special Charge Voucher to the business office for reimbursement of the approved B140w from Community College allocations to the state-operated campus where the course was taken.

If applying for reimbursement for other-than state-operated courses, programs, etc.

A.    Employee/Applicant

1.    Complete Part 1 of Form B: B-140, Application for Tuition and Fee Assistance. After obtaining supervisor’s signature (first signature in Part II) approving the application, the employee shall keep the goldenrod (last) copy of the B140W and forward the 4 (four) remaining copies of the B140W form to the appropriate approving officer (either the human resource office or business office, varies by campus) at the employing campus.

B.    Chief Administrative Officer (Dean or Director) of Employing Campus

1.    Complete Part II. Question 14 of Form B: B-140, Application for Tuition and Fee Assistance. This must be completed in full by the chief administrative officer or designee

a.    If the request is disapproved, an explanation is noted and all copies returned to the applicant.

b.    If approved, the application is attached to a Special Charge Voucher, Purchase Requisition (whatever local campus uses) and submitted for payment to the local business office.

       Note: B140W Application Forms are available from the Office of University-wide Human Resources, State University of New York, State University Plaza, Albany, New York 12246.


Definitions

Tuition support – a dollar repayment of part of the tuition paid by the employee to any college in accordance with the provisions of collective bargaining agreement. The support is 50% of the actual cost of tuition, with an annual maximum amount of $300, and it is available only to employees in the classified service. Approval is sought through submission of Form A: PS-304, Application for Tuition Support.

Tuition waiver – an official forgiveness of part or all of the tuition at a University campus and under certain conditions to the contract colleges at Cornell University. The percentage of the waiver is determined on the basis of the individual program as well as by the funds available. All University and Research Foundation full-time employees are eligible for waivers. Approval is sought through submission of Form B: B-140, Application for Tuition and Fee Assistance.

Tuition Reimbursement – a repayment of tuition paid by the employee to an institution other than a campus of the University. The full-rate reimbursement limit is $25/credit hour and the monies must be obtained from the employee's departmental budget as there is no campus or University-wide appropriation for the purpose. Only full-time state employees (both classified and unclassified service) are eligible. Application is made via Form B: B-140.

Eligible Employees

1.    An employee holding, or on a leave of absence from, an appointment to a position which is paid on the University payroll is eligible for waiver or reimbursement. Since all aspects of the tuition waiver presume a benefit to the University through an improved level of education, there must be reasonable expectation that University service will be continued beyond the period of the instruction. For part-time faculty and interns, refer to Waiver of Tuition for Specified Appointees Procedures for other limitations.

2.    Employees in the following categories are eligible under these policies only for tuition waiver at campuses of the University: (a) an employee holding a full-time appointment to a professional service position in a community college; (b) a full-time employee of the State University of New York Research Foundation; (c) an employee on leave of absence from a position defined in 2a or 2b above.



Other Related Information

Fees, Rentals, and Other Charges

Tuition Waiver Program for Critic/Supervising Teachers

Tuition Waiver Program for Supervisor of Social Service Fieldwork

Waiver - Tuition for Course Auditors

Waiver of Tuition for Specified Appointees, Policy on


Procedures

Tuition Waiver for Supervisors of Social Service Fieldwork, Procedure for

Waiver of Tuition for Specified Appointees, Procedure for

Critic Teacher Waiver Module


Forms

Form A - Tuition Support Application - Employee Benefits Program

Form B - B-140 � Application for Tuition and Fee Assistance


Authority

Tuition, Fees and Charges (8 NYCRR 302)

State University of New York Board of Trustees Resolution 72-305, adopted November 29, 1972.


History

Amended – November 29, 1972

Amended – June 10, 1965

Amended – May 21, 1964

Amended – September 12, 1963

Amended – October 11, 1962


Appendices

There are no appendices relevant to this policy.