HR17: Tuition Fee Reimbursement for Dependents of Full-time Employees

Policy #:
HR17
Responsible Authority:
Manager, Compensation, Pension and Benefits
Approval Authority:
President's Executive Committee
Executive Sponsor:
Vice President, Human Resources
Approval Date:
2008/05/05
Last Reviewed:
2011/10/26
Mandatory Revision Date:
2016/10/26
Downloadable Version:
Tuition Fee Reimbursement for Dependents of Full-time Employees

PURPOSE

To reimburse tuition fees for dependents of full-time employees completing qualifying studies at Algonquin College.

SCOPE

Full-time employees

DEFINITIONS


Word/Term

Definition

Eligible employees 

Full-time employees of the College, at the beginning of the applicable term. Employees on sabbatical leave, leave of absence without pay, leave of absence with pay, and long-term disability are also included.

Dependent 

 Refers to the dependent child and spouse/partner as defined in the College’s employee benefits plan at the beginning of the applicable term. 

Eligible portion of tuition  fees


Basic post-secondary regulated tuition fees paid for the applicable term less a $100 administrative fee which is assessed to cover the mandated tuition fee set-aside amount and administrative costs associated with offering this benefit.  Ancillary fees will not be reimbursed.

Qualifying studies


Full-time studies at the College in a Ministry-funded program as of the audit date of the respective term.


 POLICY

  1. The College will reimburse dependent children and spouse/partners of eligible employees for the eligible portion of tuition fees for qualifying studies at the College.
  2. The student will register and pay tuition and other applicable fees.
  3. Employees will have the option of using the payroll deduction plan for tuition payments.
  4. To qualify for a tuition reimbursement, the employee will apply to Human Resources, completing the Employee’s Application for Partial Reimbursement of Tuition Fees form and the Authorization for Release of Student Information form within the first ten (10) days of the term. Applications received after that date may be granted by the Vice President, Human Resources but applications will not be considered after the end date of the term.
  5. At the enrolment audit date, the Registrar’s Office will verify the student’s eligibility with respect to enrolment and ensure that the account is in good standing. The student’s account will be credited with the eligible amount. 
  6. The amount credited to the student’s account will be reported as taxable income and a T4A will  be issued to the student in the period in which it is reimbursed.


 PROCEDURE 


Action


Responsibility                         

1.

Complete the Employee’s Application for Partial Reimbursement of Tuition Fees form and the Authorization for Release of Student Information form (Appendix 1) within the first ten (10) days of the term and submit to Human Resources.


Eligible employee

2.

Confirm the eligibility of the employee and the student and notify the Registrar’s Office by forwarding the completed forms.


Human Resources

3.

Verify the student’s status  at audit date and ensure that the student account is in good standing. 


Registrar’s Office

4.

Calculate the amount eligible for tuition reimbursement and, if the student is eligible, credit to the student’s account. 


Registrar’s Office

5.

Report the amount credited to the student’s account as taxable income and issue a T4A to the student in the period in which it is reimbursed.


Finance Department

SUPPORTING DOCUMENTATION
Appendix 1          Forms referenced in this policy.

RELATED POLICIES
None

RELATED MATERIALS
None

HR 17: APPENDIX 1

FORMS REFERENCED IN THIS POLICY 

The forms Employee’s Application for Partial Reimbursement of Tuition Fees and

Authorization for Release of Student Information can be found on the Human Resources website under HR Forms/Tuition Reimbursement Forms. 

 http://www2.algonquincollege.com/hr/forms-documents/



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