Policy and Procedure - Tuition Waiver

POLICY

Who is Eligible?

Regular Tuition Waivers (for active employees)

• Full-time staff or faculty employee that has completed the appropriate waiting periods.
• A child, stepchild, or adopted child of a full time employee or full time faculty member who can be claimed on the employee’s Federal Income Taxes.
• The spouse of a full-time staff or faculty employee that has completed the appropriate waiting periods.   The spouse of an employee is defined as the person to whom the employee is currently and legally married. Spouse does not include divorced and legally separated spouses.
• Registered domestic partners (same sex couples). 

Who is Ineligible?

Regular Tuition Waivers

• Employees whose status is "Part-time" whether Staff or Faculty.
• Employees whose status is " Temporary Full or Part-time."
• Student employees, including residents (while on Student Payroll employee benefits are not applicable)

Extended Tuition Waivers (for inactive employees)

• Retirees with at least 25 years of full-time service at Tulane.
• Employees who have been approved as disabled under the Tulane Long Term Disability Plan and have at least 5 years of full-time service at Tulane at the time of the disability
• Employees enrolled on tuition waiver basis at the time of the disability that have been approved and accepted as disabled under the Tulane Long Term Disability Plan, with less than 5 years of full-time service at Tulane.
• Faculty members whose tenures are terminated under extraordinary circumstances caused by financial exigencies or by a bona fide discontinuance of a program on a department of instruction.
• The Spouse and Dependent Children of a Retired Employee with 25 years full-time service.
• The Spouse and Dependent Children of a Disabled Employee with at least 5 years service.
• Dependents and spouses that are enrolled on a tuition waiver basis at the time of an employee's death or disability before completing 5 years of full-time service at Tulane; the spouse of a deceased employee becomes ineligible for an extended tuition waiver when he or she remarries
• The Spouse and Dependent Children of an employee who has at least 5 years of full-time service at Tulane and separates from service by reason of death. The spouse of a deceased employee becomes ineligible for an extended tuition waiver when he or she remarries

The total number of Annual Tuition Waivers available to an eligible employee, spouse and dependent children as a group is equal to the number of years of full-time service by the Employee, including the academic year in which the retirement, disability or death occurs;

Waiting Period:

Staff must complete their six month probationary period.

Staff dependents may participate after the employee has completed three years full time employment.   Staff must submit proof of dependency by submitting a copy of the most recent Federal Income Tax Return to Human Resources before the waiver can be credited.

No waiting period for faculty, they may participate the date of hire.

No waiting period for dependents of faculty members, they may participate effective the date the faculty is hired.   Faculty member must submit proof of dependency by submitting a copy of the most recent Federal Income Tax Return to Human Resources before the waiver can be credited.

Ineligible Programs:

• Classes previously taken in which you received a grade and credit.
• The Executive Master of Business Administration
• Concurrent Enrollment
• Gifted and Talented
• Project Tulane
• Tulane Junior Summer Lyric Theatre
• Freeman Summer School Abroad
• Master of Liberal Arts
• Executive Masters of Health and Administration
• Civic and Cultural Management Program
• Master of Pharmacology
• Master of Science in Neuroscience
• Workshops or non-credit seminars
• Graduate level courses for dependents or spouses.

Waiver Limitations:

Employees can receive a tuition waiver for a maximum of two (2) courses or six (6) hours, whichever is greater and regardless of sessions, for the summer, as in fall and spring.  

This limitation does not apply to eligible spouses and dependent children.  Dependents may be part-time or full-time students.  (However, part-time status may affect other scholarships and grants, therefore, students should check with the Office of Financial Aid.)

If a spouses or dependent children of employees is hired by Tulane University shall have their eligibility and class limitation for tuition waivers determined exclusively on the basis of their employment

If the person enrolled becomes ineligible for the tuition waiver as a result of such employee's voluntary termination of employment or due to gross misconduct at any time during the semester, the former employee will be charged for the full tuition amount for that semester.

The total number of Annual Tuition Waivers available to an eligible employee, spouse and dependent children as a group is equal to the number of years of full-time service by the Employee, including the academic year in which the retirement, disability or death occurs;

Can one waiver pay for three semesters each year?

No. A Tuition Waiver Application form must be completed each semester in which enrollment is requested. This form must be submitted to Human Resources on or before the last day of late registration. Eligibility for tuition waivers is determined when an Application for Tuition Waiver is submitted.

Are dependents limited to 2 classes or 6 hours?

No.  Dependents can attend full-time or part-time and continue to utilize the tuition waiver.  However, if the student is part-time it may reduce additional financial aid.  The student should contact the Office of Financial Aid to determine if they are required to take a certain number of classes.  The student may also want to keep in mind that future waiver are dependent upon their parent or spouse’s employment status.  The student will not be eligible if the parent/spouse’s employment ends and the parent/spouse is not eligible to receive extended tuition waiver benefits described above.

What happens if I drop a course?

In the event an eligible person drops a course subsequent to the deadline for drop/add, the employee will be charged a $50.00 per class Drop Fee. 

Do I have to report my tuition waiver on my taxes?  

Tuition waivers for undergraduate study are treated as non-taxable scholarships.  Graduate-level tuition waivers for university employees can be provided on a tax-free basis up to $5250.00 annually. 

When I submit my waiver online, will the credit show on my account right away?

No.  Depending on the date you submit your waiver, the credit my not appear on your account until the end of the month.  Please allow 30 days for posting.

Dependents using Tuition Waiver  

If you have not submitted proof of dependency to Human Resources your waiver will not be posted until the most recent Federal Income Tax Return of the employee is received. 

Should I pay my fees after the tuition waiver is posted?

No.  Do not wait to pay your fees.  Finance charges will accrue on the account and will be your responsibility.  Only finance charges attributed to tuition may be reduced or removed, with proper approvals, because the waiver did not post to your account in time.

GRADUATE TUITION WAIVERS

Who is Eligible?

Full-time staff or faculty employee that has completed the appropriate waiting periods.

Retirees with at least 25 years of full-time service at Tulane.

Employees who have been approved as disabled under the Tulane Long Term Disability Plan and have at least 5 years of full-time service at Tulane at the time of the disability

Employees enrolled on tuition waiver basis at the time of the disability that have been approved and accepted as disabled under the Tulane Long Term Disability Plan, with less than 5 years of full-time service at Tulane.

Faculty members whose tenures are terminated under extraordinary circumstances caused by financial exigencies or by a bona fide discontinuance of a program on a department of instruction.

Waiting Period:

Please review the list above.

Ineligible Programs:

Please review the list above.

Waiver Limitations:

Employees can receive a tuition waiver for a maximum of two (2) courses or six (6) hours, whichever is greater and regardless of sessions, for the summer, as in fall and spring.  

If the person enrolled becomes ineligible for the tuition waiver as a result of such employee's voluntary termination of employment or due to gross misconduct at any time during the semester, the former employee will be charged for the full tuition amount for that semester.

The total number of Annual Tuition Waivers available to an eligible employee, spouse and dependent children as a group is equal to the number of years of full-time service by the Employee, including the academic year in which the retirement, disability or death occurs;

Can one waiver pay for three semesters each year?

No. A Tuition Waiver Application form must be completed each semester in which enrollment is requested. This form must be submitted to Human Resources on or before the last day of late registration. Eligibility for tuition waivers is determined when the Online Tuition Waiver Form is submitted.

What happens if I drop a course?

In the event an eligible person drops a course subsequent to the deadline for drop/add, the employee will be charged a $50.00 per class Drop Fee. 

Do I have to report my tuition waiver on my taxes?  

Maybe. If the total graduate-level tuition waivers for a calendar year (spring, summer, and fall) exceed $5,250.00 the employee should adjust their withholdings (Federal Withholding W-4 Form and Louisiana L-4 Form) and submit them to the Office of Payroll Administration because the IRS considers this amount income. The University is responsible for collecting the taxes on the excess amount and will take the entire amount due in November and December if you do not adjust your withholdings and have the taxes accessed throughout the year.  This may mean you will not receive any pay on your November and December checks.

When I submit my waiver online, will the credit show on my account right away?

No.  Depending on the date you submit your waiver, the credit my not appear on your account until the end of the month.  Please allow 30 days for posting.

Dependents Using Tuition Waiver  

If you have not submitted proof of dependency to Human Resources your waiver will not be posted until the most recent Federal Income Tax Return of the employee is received. 

Should I pay my fees after the tuition waiver is posted?

No.  Do not wait to pay your fees.  Finance charges will accrue on the account and will be your responsibility.  Only finance charges attributed to tuition may be reduced or removed, with proper approvals, because the waiver did not post to your account in time.