5.46 Tuition Reimbursement

(Adopted 6-1-1992; Revised 6-4-2001; Reaffirmed 4-15-2014; Revised 6-13-2022)

Tuition reimbursement may be provided to full-time regular employees who are in a program of approved college study directed toward the improvement of their qualifications.

Procedures

 5.46.1  Full-Time Regular Employee Tuition Reimbursement (Revised 4-15-2014; 11-5-2018; 2-15-2019; 9-13-2023)

  1. Reimbursement of tuition shall be up to an amount equal to 100% of the applicable undergraduate or graduate College of Education tuition rate at the University of Missouri-St. Louis or the tuition fee of the institution in which the employee was enrolled, whichever is less. Employee tuition reimbursement covers tuition only and does not apply toward any special fees or book/supply costs.
  2. Courses must be taken at a regionally accredited college or university and must be applicable toward a higher degree than the current highest degree of the employee or a recognized post-secondary certificate or non-degree credential. Exceptions may be made by the appropriate Vice President, Director of Human Resources, and President when it is deemed to be in the best interest of the College.
  3. The employee must complete the Tuition Reimbursement Request Form and receive the approval of the immediate supervisor, appropriate Vice President, and Director of Human Resources prior to enrolling in the course(s).  Enrollment in the course(s) should be outside the employee’s normal working hours and must not interfere with the employee’s work responsibilities.  Any exceptions must be approved by the College President.  Coursework may not be completed during normal working hours.
  4. No more than six (6) unrestricted credit hours will be reimbursed during an employee’s tenure prior to admission to an undergraduate or graduate degree program or a post-secondary certificate/non-degree credential. A degree plan, approved by the supervisor, appropriate Vice President, and College President must be on file with the Human Resources office prior to requesting tuition reimbursement beyond the initial six (6) hours.  After the initial six (6) hours, only coursework detailed in the program of study for the advanced degree (beyond the employee’s current degree) or post-secondary certificate/non-degree credential will be considered for tuition reimbursement.
  5. The employee’s immediate supervisor, area administrator, and the Director of Human Resources must indicate approval of the course(s) by signing the Tuition Reimbursement Request form.
  6. Financial assistance shall be limited to no more than 18 credit hours per calendar year, based on course completion date, during which the employee is employed with East Central College. East Central College shall comply with applicable IRS regulations regarding the treatment of tuition reimbursements, and such tuition reimbursements (not waivers) shall be considered Educational Assistance as outlined in IRS Publication 15-B.  Reimbursement amounts exceeding the published exclusion limit for educational assistance will be considered taxable wages and reported as such on the employee’s W-2.  The College will not consider any tuition reimbursements as working condition benefits as outlined in IRS Publication 15-B.
  7. Employment is required to continue two (2) calendar years following tuition reimbursement. Should the employee voluntarily leave the employment of East Central College within one (1) year of completion of coursework for which the employee was reimbursed, 100% of the tuition reimbursed for the 12-month period ending the date of the last course completed for which reimbursement was received and 50% of the tuition reimbursed for the prior 12-month period shall be repaid to the College.  Employees voluntarily leaving the employment of East Central College after one (1) year but prior to the completion of two (2) years of employment following tuition reimbursement shall repay 50% of the tuition reimbursed for the 12-month period ending the date of the last course completed for which reimbursement was received.  Reimbursement due to the College for tuition repayment will be deducted from the employee’s vacation payout.  If there is a remaining balance due after deduction from vacation payout, the business office will issue an invoice to the employee and the balance due shall be paid by check, cash, or credit card through the cashier’s office within 30 days of the employee’s termination date.  The College reserves the right to send delinquent invoices to outside collections.
  8. All freshman and sophomore level classes must be taken at ECC (covered under Policy 5.45 Tuition Waiver) unless ECC does not offer the requested course or equivalent. Employees working toward an Associate degree will be required to take the classes at ECC.  Reimbursement of tuition for freshman and sophomore level classes not available at ECC shall be up to an amount equal to 100% of the applicable educational fee (tuition) at East Central College.  Exceptions must be approved by the appropriate Vice President, Director of Human Resources, and the College President.
  9. Employees who voluntarily leave the College or are terminated prior to completing the approved courses will not be reimbursed. Records of all education programs completed by each employee will be maintained by the Office of Human Resources.
  10. Any exception to these procedures must be authorized by the College President.

5.46.2  Completed Course(s) (Revised 2-15-2019)

To receive reimbursement, the employee must submit a transcript or grade report along with a copy of the invoice/statement from the institution that lists the class credit hour cost to the Office of Human Resources to verify that the approved course has been completed.

5.46.3  Grade Requirements

A grade “C” or better for undergraduate-level course work or “B” or better for graduate-level course work is required for reimbursement.

5.46.4  Course Approval (Revised 4-15-2014)

The employee’s immediate supervisor, appropriate Vice President, and the Director of Human Resources must indicate approval of the course(s) by signing the Educational Assistance Request Form.  Enrollment in the course(s) should be outside the employee’s normal working hours and should not interfere with the employee’s work responsibilities.   Any exceptions must be approved by the College President.