Frequently Asked Questions for Educational Assistance

*Term/quarter credit represents 2/3 of a semester credit and the current (2010-2011) maximum amount of reimbursement for a term/quarter credit is $354.50.

Is this benefit taxed?

Educational Assistance benefits are regulated by the IRS. Most benefits are exempt from taxation. Graduate-level, degree-related tuition benefits, including tuition and matriculation fees, if provided, up to $5,250 in a tax (calendar) year are excluded and are not reported as income. Any amount in excess of $5,250 received in a tax (calendar) year has to be reported as gross income and is subject to appropriate federal, state, FICA, Medicare and local tax withholdings.

I want to take classes at MSU. What do I need to do to get started?

It is your responsibility to get admitted to a program of your choice and to enroll in classes. When you decide which class or classes you plan to take, you will need to complete the Educational Assistance Program Application. Deadline information is published in Source, on this web site or you may contact HRD. Please note that you need to apply for Educational Assistance prior to the start of classes, and preferably before you actually enroll.

Do I need to apply for Educational Assistance each semester?

Yes, you need to submit your Educational Assistance Program Application prior to the start of each semester you plan on utilizing this benefit.

Do I pay for the class(s) first?

MSU classes are eligible for Tuition Waiver. The waiver also covers the MSU matriculation fee, if applicable, in addition to the fee-per-credit charges. The amount of your benefit award will show up on your bill as a credit. You will be responsible to follow the billing instructions and pay any additional costs reflected on your bill.

What happens if I don't pass a class?

A grade of 2.0 or better is required in order to retain your tuition waiver for the approved class. If you receive a lower grade, you will be responsible for reimbursing MSU for the cost of the class. For employees paid bi-weekly, the amount will be deducted from six (6) paychecks. Employees paid monthly will have reductions taken out of three (3) paychecks.

What if I want to take a class at a different school?

You may take classes at any accredited institution. Educational Assistance provides reimbursement for the fee-per-credit expenses up to the maximum of 14 semester (20 quarter*) credits in an academic year. Fees in excess of the prevailing MSU graduate-level rate, such as registration, application, class/lab, technology or other fees, are not covered.

*Term/quarter credit represents 2/3 of a semester credit and the current (2010-2011) maximum amount of reimbursement for a term/quarter credit is $354.50.

When should I apply for Educational Assistance?

The Educational Assistance policy indicates that you must apply for Educational Assistance prior to the start of class. Specifically, HRD publishes the application deadline information well in advance in order to assist you with planning. For example, if you plan on attending MSU in the fall, you must complete and submit your Educational Assistance Program Application no later than by the published deadline, usually in early/mid June. If you plan on taking a class at another institution, you must submit your completed Educational Assistance application 30 days prior to the start of classes at that institution. For additional information, please contact HRD at 517-884-0177.

What if I can't get into the class I planned on, change my mind and take a different class or decide not to take a class at all?

If there is a class change, you will need to fill out a new Educational Assistance Program Application, indicate on it that this is a correction and submit it to HRD as soon as you know of the change. If you will not take a class at all, you need to notify HRD in writing, by a memo or e-mail, that you will not be utilizing your Educational Assistance benefit so that we may adjust our records. It is your responsibility to withdraw from the class(es) within the required timelines to avoid incurring additional charges. Educational Assistance will not cover such expenses.

Can I get time off work to attend classes?

Please see your collective bargaining agreement for specifics regarding release time. Most support staff employees are eligible to request up to five (5) hours of release time per week to attend classes. Approval of release time is at the discretion of your supervisor.

What non-credit classes and programs does the Educational Assistance covers?

The $800 portion of the benefit covers non-credit classes offered by HRD, LCT, and other approved providers. Conferences/conventions are not covered by this benefit. Transportation and lodging are not covered, even if the cost of the program is approved. Prior approval is necessary. For questions, please contact HRD at 517-884-0177.

I want to improve my computer skills. Where can I take a computer class and will it be covered by EA benefit?

Many employees are using their EA benefit to enhance their technical skills. Libraries, Computing and Technology (LCT) and Administrative Information Services (AIS) provide a variety of computer-related classes. Additional information about available courses and booking procedures can be accesed by visiting http://www.spartanslearn.msu.edu. Please note that enrollment in LCT classes is subject to that unit's timelines and procedures; however, you do not need HRD's prior approval for LCT/AIS classes. Other providers may also be approved. If you wish to take a computer class through another provider, please contact HRD prior to enrollment.

How do I get reimbursed for off-campus classes or workshops?

You must submit to HRD proof of payment, such as an itemized receipt and a copy of your official grade report or copy of a certificate of successful completion. Your reimbursement will be sent to your campus address on record. It takes approximately three (3) weeks for you to receive your check from the time you request your reimbursement.

I want to audit a class. Will that be covered by EA?

No. Audited/visited classes are not covered by the EA benefit.

I took a class two years ago and just realized I forgot to ask for reimbursement. Can I still do that?

It is important that your request for reimbursement be submitted to HRD within the same EA year as the class was taken. On an exception basis, tuition may be reimbursed for classes taken as far back as the previous EA year.

If I have any additional questions about Educational Assistance, where can I go or who should I call to get my questions answered?

Human Resource Development is located in Room 10, Nisbet Bldg. We are open 8 a.m. to 5 p.m. Monday through Friday, including lunchtime. You may call HRD at 517-884-0177. A major part of HRD's mission is to assist you in reaching your educational and professional development objectives.