Employee Tuition Assistance Plan

Employee Tuition Assistance Forms

• Employee Instructions to Access Form
• Supervisor Instructions to Access Form

For general questions, email employeerelations@utdallas.edu.

Eligibility

To be eligible for this benefit:

1. You have been a regular, full-time employee (40 hours per week) for at least 6 months (180 days) prior to the day the academic semester opens. Note: temporary positions are not eligible for the employee tuition assistance benefit.
2. You have a recent history of satisfactory employment, defined as meeting or exceeding current job performance expectations and not having been the subject of disciplinary action in the six months prior to the day the academic semester opens.
3. You have been admitted to The University of Texas at Dallas.
4. You have your supervisor’s approval (supervisor will need to approve electronic Tuition Assistance form).
5. You are enrolled in a degree-seeking program and the class counts for regular credit toward this degree, or you are taking a job-related class that must be verified by your supervisor.

Benefit

Eligible employees who are resident undergraduate students pay $50 per semester credit hour (up to six (6) hours). Eligible employees who are resident graduate students pay $100 per semester credit hour (up to six (6) hours). Course-related fees are not covered by this benefit, with the exception of the JSOM Distance Learning fee charge. Non-resident staff members pay the non-resident statutory tuition rate. Tuition assistance shall not apply to other fees, housing and food charges, textbook and supplies, any other cost of instruction, tuition and fees for non-credit courses, certificate programs, Executive MBA or other executive degree programs. Tuition assistance is not applicable to auditing classes.

Applying

Applications for the Employee Tuition Assistance Plan are only approved when space is available. Applications should be submitted only for the upcoming semester. Please be aware that applications should be submitted no earlier than 8 weeks prior to Census day for the appropriate term.

To apply for this benefit, the following steps must be taken every semester:

1. Read the information on this page carefully to ensure that you complete all the necessary steps and get all the necessary approvals in time to meet the Registrar’s deadlines and the Census Day for the appropriate session in any given term.
2. Login to Galaxy to complete and submit the Online Employee Tuition Assistance Form. Instructions on how to access the form are located on the right-hand navigation menu.
   • Ensure Manager information that appears on the form is correct, so that your form will be routed to the appropriate person for approval. If Manager information is incorrect, reach out to your manager or your department’s administrative support for assistance in updating the “Reports To” field in PeopleSoft.
3. Register for your classes.
4. If Human Resources determines that you are eligible for this benefit, they will forward your application to the Registrar.
5. The Registrar will review your eligibility when your grades are posted.
6. If your grades make you ineligible for this benefit, you will be informed of this by the Registrar; otherwise, they will forward your application to the Bursar, so that this benefit can be applied to your account.

Continuing this Benefit

To continue to receive Employee Tuition Assistance:

1. For each course in which you registered in any semester to which the waiver is applied, you must receive a grade of—
   • “C” (2.0 grade points) or higher for undergraduate courses.
   • “B” (3.0 grade points) or higher for graduate courses.
2. You must maintain a GPA of —
   • 2.0 as an undergraduate student.
   • 3.0 as a graduate student.
3. You must receive a final grade for your coursework. You cannot continue to receive this benefit until you clear any grade of “Incomplete“ or “Missing” classifications.

The last day for your tuition waiver to be applied in any semester is the Census Day for the appropriate session in any given term. If you fail to meet the criteria above, you will be eligible to receive this benefit again once your GPA returns to —

• 2.0 as an undergraduate student.
• 3.0 as a graduate student.

To make this GPA calculation, the Registrar will use all the coursework you completed under this benefit, including the courses where your grades caused you to lose your eligibility, plus all the coursework you completed after the term where you lost your eligibility. The Registrar’s determination of your eligibility for the next term will be final.

Tax Implications

The University of Texas at Dallas Employee Tuition Assistance Plan complies with the tax provisions of United States Code Title 26 § 117(d) and United States Code Title 26 § 127. Your entire undergraduate tuition assistance is excluded from your gross income. Up to $5,250.00 per year of your graduate tuition assistance is excluded from your gross income. Payroll and Data Management will process any extra amount as taxable earnings, generally in October. Please consult IRS Publication 970 or your tax advisor for more information.

Frequently Asked Questions

Is there a penalty for withdrawing from classes?

There is no penalty for withdrawing from classes.

What if I receive a B- or below in any graduate course and my GPA is above 3.0?

If you receive a grade of B- or below you will be ineligible for the Employee Tuition Assistance benefit for the next term. If you do not want to pay full prices for classes, you may sit out of the term and reapply to use the Employee Tuition Assistance benefit in a future term.

What if I receive a B- or below in any graduate course and my GPA is below 3.0?

If you receive a grade of B- or below and your GPA is below 3.0 you will not be eligible for Employee Tuition Assistance until your GPA is above 3.0. Take a course to get your GPA above 3.0 and reapply for the Employee Tuition Assistance benefit.

What if I receive a C- or below in any undergraduate course and my GPA is above 2.0?

If you receive a grade of C- or below you will be ineligible for the Employee Tuition Assistance benefit for the next term. If you do not want to pay full prices for classes, you may sit out for the term and reapply to use the Employee Tuition Assistance benefit in a future term.

What if I receive a C- or below in any undergraduate course and my GPA is below 2.0?

If you receive a C- or below and your GPA is below 2.0 you will not be eligible for Employee Tuition Assistance until your GPA is above 2.0. Take a course to get your GAP above 2.0 and reapply for the Employee Tuition Assistance benefit.

Additional Questions

For questions regarding employment eligibility, contact EmployeeRelations@utdallas.edu.

For questions regarding academic eligibility, contact Registrar@utdallas.edu.

For questions regarding course fees/payment, contact Bursar@utdallas.edu.

Related Links

• Tuition Rates
• Staff Council Scholarship