Tuition Reimbursement
Applying for the Tuition Reimbursement Program
Complete and submit the required documents by the deadline you are applying for:
- By email through the Employee Center: Education Benefits Support
The required documents are:
- Tuition Reimbursement Application (.pdf) (with leadership approval).
- Service commitment.
- One professional recommendation letter from your manager.
- Personal statement.
- Plan of study.
- Fair Credit Reporting Act Acknowledgement/Consent and Disclosure Form (used to verify your degree upon program completion).
Application deadlines are:
- Fall semester—July 1.
- Spring semester—Nov. 1 of the previous year.
- Summer semester—March 1.
While we accept applications for all accredited programs, we will prioritize awards based on available funds and workforce needs.
After you apply, your application will be reviewed by a committee, and you will be notified by mail of the decision. If your application is approved, you will be enrolled in Tuition Reimbursement until you complete your degree, as long as there is funding available for the program, and you continue to meet the program's criteria and requirements. You must complete the degree or certificate program within five years of the date of enrollment. You will not need to fill out a new application each semester.
Program Eligibility
You are eligible to apply for tuition reimbursement if you:
- Are regularly scheduled full-time or part-time (benefits eligible = 60-80% FTE).
- Have no active disciplinary actions in your Human Resources record.
- Have demonstrated at least “meets standards” on your last performance evaluation.
- Receive prior approval from your immediate manager or supervisor and senior director. The manager must support you taking courses as part of your development plan.
- Sign a service commitment to work for Carilion Clinic for a specified length of time.
- Do not combine this program with any other educational benefit offered through Carilion Clinic. You may not use Tuition Reimbursement if you are enrolled in Tuition Advancement.
- You take all course work during non-working hours. Exceptions or any flexibility in scheduling is at the discretion of your manager.
- An international employee must have applied for and received a change in his/her visa status to qualify for the Carilion Clinic Tuition Reimbursement benefit. This change in immigration status must be documented and allow the employee to work part-time, regular part-time or full-time for the duration of the required service commitment.
The selection committee may use additional criteria including but not limited to:
- Most recent performance review score.
- Previous use of education assistance at Carilion.
- Individual coursework versus a stated degree.
- Personal statement/professional recommendation letters.
- Whether the degree is required for your position.
- Whether the degree is required for a position you are training for.
How the Reimbursement Process Works
If you are accepted into the program, you will need to submit documentation to Human Resources within 30 days after you complete each course in order to be reimbursed. You may only submit documentation for the semester you were approved for and going forward. Late requests are not eligible for reimbursement. Documentation includes:
- Proof of payment must clearly indicate the tuition, books or payable fees (late fees are your responsibility).
- Acceptable forms include bank statement, cancelled check (copy of both sides), cash register receipts, computer-generated report from the school, or credit card statement. Human Resources may ask for additional documentation at any time.
- Proof of grades (“B” or better or “pass”).
Human Resources will process reimbursements through Payroll, and your reimbursement should appear on your paycheck within one to two pay periods from receipt of request.
Service Commitment
If you are accepted into the Tuition Reimbursement, you will be required to complete a service commitment with Carilion
If you leave Carilion before you complete your service commitment, you may need to pay back a prorated portion the reimbursements you received while participating in the program within 90 days of leaving Carilion.
- If you want to withdraw from Tuition Reimbursement, submit a letter of withdrawal by email to Human Resources through the Employee Center: Education Benefits Support. If you withdraw or are withdrawn from the program, you must remain employed with Carilion for one year to avoid having to repay your reimbursement amounts.
- The maximum service commitment based on the expected plan of study noted in the approved application will not exceed five years.
- Time on an approved leave of absence will count towards fulfillment of the service commitment.
- Flex- and part-time status does not meet service commitment requirements; therefore, you must fulfill the requirement at a full-time or part-time (benefits eligible = 60-80% FTE) status.
- After you graduate, please notify Human Resources by email through the Employee Center: Education Benefits Support. Human Resources will then verify you have graduated. The final service commitment will begin on the date you graduate.
Service commitments are as follows:
| Employees with over 1 year of continuous service in an eligible status | Service Commitment | |
| Coursework | $500 per calendar year. | Six months upon reimbursement for each semester/course. |
| Formal Certificate Program | $1,500 max per calendar year | One year of service from the date of reimbursement for each semester/course. Upon graduation or completion of the program, one year of service. Final service commitment begins upon completion of degree or program. |
| Associate’s Degree | $5,250 max per calendar year | One year of service from the date of reimbursement for each semester/course. Upon graduation or completion of the program, one year of service. Final service commitment begins upon completion of degree or program. |
| Bachelor’s Degree | $5,250 max per calendar year | One year of service from the date of reimbursement for each semester/course. Upon graduation, one year of service per each calendar year the benefit is received. Final service commitment begins upon completion of degree. |
| Master’s Degree | $5,250 max per calendar year | One year of service from the date of reimbursement for each semester/course. Upon graduation, one year of service per each calendar year the benefit is received. Final service commitment begins upon completion of degree. |
| Doctorate Degree | $5,250 max per calendar year | One year of service from the date of reimbursement for each semester/course. Upon graduation, one year of service per each calendar year the benefit is received. Final service commitment begins upon completion of degree. |
| Withdraw from Tuition Reimbursement | n/a | One year of service from the date of withdrawal. |
Repayment
If you leave Carilion voluntarily or involuntarily before you complete your service commitment, you agree to pay back a prorated portion of the reimbursements you received while participating in the program within 90 days of leaving Carilion. Repayment will be due in full within 90 days of the employer’s written request for repayment.
All accounts not paid in full within 90 days will be sent to SCA Credit Services, Inc., a collection agency. Applicable collection fees will be added to the unpaid balance. When your account is sent to Carilion Debt Recovery, this information may affect your credit score rating.
Tax Implication
There is a tax liability associated with this program. The Internal Revenue Service (IRS) currently provides a tax-free status for employer-provided education assistance programs that meet criteria. The total amount of all education assistance provided by Carilion is taxable in any calendar year where the total education assistance exceeds $5,250.
Sums incurred beyond $5,250 per calendar year will be taxable to the employee at the time of reimbursement.
Carilion Clinic Tax Department can provide information about Carilion Clinic procedures regarding tax obligations associated with the administration of this benefit. However, Carilion Clinic does not provide tax advice and recommends that you consult with your own tax advisors regarding your personal situation.
For more information, contact Human Resources by email through the Employee Center: Education Benefits Support
