UVA Education Benefits Program

Below is an overview on eligibility, which applies to UVA Academic, UVA Wise, SOM, and Medical Center employees.

For additional details, see either "Benefit Levels" below or review the relevant FAQ further down the page (Academic or Medical Center).

If you are are not which division applies to you, feel free to reach out to askhr@virginia.edu for assistance.

Personal Eligibility

• Full-time and part-time (20+ hours) employee in a benefits-eligible position for six consecutive months by the program start date.
  • Requests may not be approved if seeking funding before date of eligibility, including scenarios where course/program is on or after eligibility date.
    • RN Clin 1's are eligible date of hire
    • Earn While You Learn participants enrolled in the following programs, with no waiting period:
      • EMT 
      • Phlebotomy 
      • Sterile Processing Technician
  • Employee has the intention of remaining active on payroll during the duration of the of course/program.
  • Prior state service does not count toward 6-months of service.
    • This includes prior UVA service where a break in employment occurred.
    • Transfers from UVA Medical Center to the Academic division (or vice versa) only count if:
      • There was no break in service between the two divisions
      • Both roles were benefited.
• The following employee types are not eligible to receive funding:
  • Temporary
  • Wage
  • Students
  • Contingent workers
  • All other non-benefited roles.

Below Are Some of the Most Common Ineligible Expenses
Including but not limited to the following (Please review the applicable policy for more information):

• Memberships/licenses
• Books
• Course materials
• Retreats
• Food
• Hobbies
• Lodging

The program offers two funding types as described below:

• Tuition: $5,250
• Professional Development: $2,000

A maximum of $5,250 is available for use between the two benefits per calendar year. Funds rest January 1st of each year.

Academic Program Policy

Tuition Benefit:

The Tuition Benefit covers for-credit coursework toward a degree or for-credit certificate at an accredited provider. Tuition is calculated using the in-state tuition rate (where applicable), regardless of the residency status of the employee, and is based on the current tuition rate at the time of the request. 

• Up to the full $5,250 may be used for tuition toward a degree-seeking program.

Professional Development Benefit:

The Professional Development Benefit covers job-related growth opportunities provided by recognized providers, including classes, certification training, and conferences, up to $2,000. This leaves $3,250 to be used toward the Tuition Benefit if you also choose to pursue a degree or for-credit certificate program.

• Non-credit certificates may fall under Professional Development if the program is job-related.
  • Justification needs to be provided in the appropiate box in the request.

Benefit Payment:

• Funding for tuition or professional certification can be provided as upfront funding OR as a reimbursement after successful completion of the course or professional credentialing certification. 
  • Non-education related fees (e.g. student activity fees), fees that support programs outside of the classroom, and expenditures for books are not eligible. 
• Covered items include some of the following: technology fees, lab fees, supplemental/differential charges for tuition, online course fees, etc.

Submission Timeline:

• Requests may only be submitted within 3 months of the start date (if upfront funds are requested) or up to 6 months after the start date (for reimbursement).
  • Exception: Conferences may be submitted up to 5 months ahead of time.
• Example: January requests can cover course start dates from July of the previous year to April of the current year.

Program consists of the following assistance types as described below:

• Tuition: $5,250
  • Job Related Eligible Program (this assistance type falls under tuition).
• Certification: $375 (or $500 for RN's)

A maximum of $5,250 is available for tuition and $375 (or $500 for RN's only) for initial certifications and renewals per calendar year. Funds rest January 1st of each year.

Medical Center Program Policy

Tuition:

• Team Members receive up to $5,250 per calendar year for eligible courses.
• Tuition Assistance for eligible courses applies to tuition and the fees associated with the academic coursework (e.g. technology fees, lab fees, supplemental/differential charges for tuition, online course fees, etc.).
• Tuition is calculated using the in-state tuition rate (where applicable), regardless of the residency status of the employee, and is based on the current tuition rate at the time of the request. 

• Job Related Eligible Program:

• Examples include but not limited to:

  • Certification exam prep courses

  • Lean

  • ESL

Certification Benefit:

• Benefits are also available for approved professional credentialing certification expenses:
  • Up to $375 per year beyond the $5,250 course benefit. 
    • RNs only may receive up to $500 for their initial and renewal professional certification.
      • If utilizing the full tuition funding, any amount above the $5,250 limit may be subject to tax.

Benefit Payment:

• Funding can be provided as upfront funding OR as a reimbursement after successful completion of the course or professional credentialing certification. 
  • Non-education related fees (e.g. student activity fees), fees that support programs outside of the classroom, and expenditures for books are not eligible. 
• Team Members may also receive professional development funding, when available, from their department for non-credit courses or professional conference expenses that are not covered under the Medical Center Educational Assistance Program. 

Professional development activities consisting of other educational activities or programs not resulting in academic credit or credentialing certification, professional association programs, training programs, and non-credit continuing education programs are not covered under this program, but may be funded by your unit or department.

Submission Timeline:

• Requests may only be submitted within 3 months of the start date (if upfront funds are requested) or up to 6 months after the start date (for reimbursement).
• Example: January requests can cover course start dates from July of the previous year to April of the current year.

It is the policy of the UVA Physicians Group (“UPG”) to encourage employees to become more proficient in their occupation and professions by advancing their education in areas that have a vocational relationship to their current or future roles at UPG.
 
To access UPG’s Continuing Education Policy, and reimbursement information, please visit Continuing Education and Training v.1 (policytech.com).  You must be on a UPG issued computer to access.

A few common oversights can slow down processing. Reviewing these quick tips before submitting will help ensure your request is approved without interruption.

• Please review all comments carefully and take appropriate action, as repeated send‑backs may delay your request.

• If you include a link with your request, please make sure it does not require a login, as benefit partners may not have access.
   
• Label your documents clearly so they are easy to identify.
  • Be sure to include itemized statements with each request.
  • Before submitting, double‑check that all required documents are included (when applicable).
  • 1098‑T is not accepted as proof of payment.
• Review your Education Benefits dashboard to confirm there are no outstanding items before submitting a new request.

How much funding do I get?

• Professional Development: $2,000 per calendar year
  • This is included in the $5,250 total but not to exceed $2,000 for the purpose of professional development.
• Tuition: $5,250 per calendar year
• The above amounts do not count toward departmental funding, as those amounts are determined by the department. However, funds are taxable if exceeding the $5,250 limit. 

Who is eligible?

• Central funding eligibility: Regular full- or part-time benefited employees with more than 6 months of service by the start date of the program are eligible.
  • The following are not eligible:
    • Temporary, wage, students, and other non-benefited employees are ineligible for this program.
    • Employees with less than 6 months of consecutive benefited service.

What is eligible for departmental funds?

• Departmental funding may be available for tuition or professional development costs beyond the $5,250 central limit, based on departmental approval and guidelines. This means the expense is charged to a department (not central HR), and a Workday FDM/Worktag is required.

Please note:

• Memberships/licenses are not eligible for reimbursement.
• Check with your manager before requesting departmental funds, as availability varies by department.
• Managers can review the Manager Job Aid for more details.

To avoid delays:

• Confirm you should be using departmental (not central) funds.
• Include the full Worktag in your request (ask your manager if unsure).

What is an eligible course for Tuition?

• Obtaining transferable college credits toward a degree or for-credit certificate program at an accredited institution. These do not need to be job-related.

What is eligible for Professional Development?

• Funding is available for job-related or career-growth related offerings relevant to your current job: courses, conferences, or initial certification exams.

I earn CEM credits for my program; does that count towards tuition or professional development?

• For-credit courses usually contribute to formal educational qualifications (such as degrees), whereas CME is intended for professional development without the need for formal academic credit.
• For-credit:
  • For‑credit courses are academic classes that apply toward a degree or for‑credit certificate (undergraduate or graduate).
• CME:
  • CME activities support professional development and are used to maintain or renew licenses or certifications, but do not provide academic credit.
• To qualify for tuition coverage, a program must be for‑credit toward a degree or for‑credit certificate. Non‑credit programs may be considered professional development if they meet policy guidelines for professional development.

Can I request central funds to reimburse my department?

• It is not permitted for employees to seek education benefit funding to reimburse a department for an expense. Education benefit funds are designed to support individual professional development or tuition expenses and cannot be used to reimburse departments after they have covered the cost.

Am I allowed to request funds upfront if the program begins after I reach my 6-month eligibility mark?

• You must wait until you are eligible to receive funding before submitting a request.

Why are memberships or licenses not covered?

• Memberships, license fees, and dues are not covered by education benefits—even if required for or bundled with a conference. These are business expenses and must be paid outside the education benefits program if a department chooses to cover them.

Under what conditions would funds need to be returned?

• If separation of service before the end of your progam.
• If you leave UVA before completing your program.
• Fail to provide required documentation, then you will be responsible for repaying the funding amount granted for that program. 

How much funding do I get?

• Tuition: $5,250 toward for-credit degree earning programs.
  • Job related eligible program: This type falls under the tuition category.
• Certifications: $375 this is for both inital certifications and renewals.
  • RN's only are eligible up to $500 for initial certifications and renewals.

Who is eligible?

• Central funding eligibility: Regular full- or part-time benefited employees with more than 6 months of service by the start date of the program are eligible.
  • RN Clin 1's are eligible date of hire for programs starting on OR after that date.
    • The following are not eligible:
      • Temporary, wage, students, and other non-benefited employees are ineligible for this program.
      • Employees with less than 6 months of consecutive benefited service.

What is eligible for departmental funds?

• Departmental funding may be available for tuition, professional development, or certain non-credit activities beyond the $5,250 central limit, based on your department’s approval and guidelines. These expenses are charged to a department (not central HR) and require a Workday FDM/Worktag.

  • Some non-credit courses, conferences, or training not covered by the Education Benefits Program may also be eligible for departmental support.

Keep in mind:

• Memberships and licenses are not eligible for reimbursement.
• Conferences are not a covered expense under central funding for the medical center.
• Funding availability varies-check with your manager before submitting a request.

To avoid delays:

• Confirm you are using departmental (not central) funds.
• Include the full Worktag (ask your manager if needed).

What is an eligible course for Tuition?

• Obtaining transferable college credits toward a degree at an accredited institution. These do not need to be job-related.

Why are memberships or licenses not covered?

• Memberships, license fees, and dues are not covered by education benefits. These are business expenses and must be paid outside the education benefits program if a department chooses to cover them.

Am I allowed to request funds upfront if the program begins after I reach my 6-month eligibility mark?

• You must wait until you are eligible to receive funding before submitting a request.
  • Rn's are only eligible for programs starting on or after date of hire. Programs starting before that date are ineligible.

Under what conditions would funds need to be returned?

• Funds to be returned if terminated within 6 months of receiving funds.
• Program is not completed before termination (even if funds were issued outside 6 month lookback).
• Fail to provide required documentation, then you will be responsible for repaying the funding amount granted for that program. 

1. Submit your request in Workday.
2. Upload required documentation (when applicable).
3. HR reviews the request.
4. Once approved, funds are processed through payroll.
5. Payment typically appears within two to three pay periods.

Please see Employee Job Aid for assistance with the submission process.

Upfront Funding:

Upfront (or Advance) funding applies when the educational course/program has not yet been completed—either because it has not started or the end date has not yet passed.

Employees have two options:

1. Pay up front, then request funds and keep them as reimbursement once approved.

2. Request funds in advance, then pay for the course/program upon receiving the funds.

   • In this case, employees must submit proof of payment and proof of completion within 30 days after the course/program  ends.

   • See Substantiation FAQ for further details on this process.

   • These requests may be submitted up to 3 months ahead of the start date (5 months for conferences-Academic Only).

Reimbursement:

Reimbursement is for when you have already completed the course or program and paid the balance yourself or by utilizing a student loan.

• Employees must provide proof of payment and completion (where applicable) at the time of the request. 

  • See Substantiation FAQ for further details on this process.

• Reimbursement requests can be submitted up to 6 months after the course/program start date.

For either of the above:

If submitting outside the allowable window, you may receive an alert similiar to the following (see below). 

This means your request is either too early or too late. Please contact askhr@virginia.edu with questions.

 

 

Employees are advised to submit their requests with ample lead time to ensure approval before proceeding with course registration. Requests will be processed on a first-come, first-served basis. Please allow enough time for thorough review and processing. 

Please allow two to three pay periods from the approval date to receive funds in your payroll check.

Click the link in the email notification of the denial to navigate to the request and view relavant comments.

Employees may submit an appeal within 2 weeks of receiving a denial.

If you feel your request was denied in error, you may submit an appeal. A decision will be provided within two (2) weeks following receipt of appeal.

In the event funds need to be returned please submit the form below.

Education Benefit Repayment

Once received the request will be sent to payroll for processing. No additional funds may be issued until the repayment has been completed.

Approved Education Benefits funds will be paid through payroll and typically appear within two to three pay periods.

Employees may navigate (see below) to review Education Benefits payments and confirm when funds were included in a paycheck:

From Workday>Menu>Benefits & Pay Hub>Bonus & One-Time Payments

Employees must submit proof of payment and, in most cases, completion documentation for all central funding requests.

For details, see the Substantiation FAQ.

You will receive a Workday task the day after your class ends. Please upload your documents within 30 days.

After submitting the task, you can not add additional documents until it is returned. To avoid delays, ensure all required documents are ready before submitting.

Employees are required to provide both proof of payment and in most cases completion documentation for all central funding requests.

Academic Division Employees

You should plan to take courses scheduled at times that will not require absence from work during your regular work hours. Check with your supervisor prior to registration to determine if your supervisor can approve a work accommodation request.

The decision to grant a work accommodation for the Education Benefit is discretionary with your School/Unit/Department supervisor, and is based on your supervisor's assessment of a number of factors, including anticipated needs of your unit, available resources, and your motivation and potential. Supervisors are encouraged to make a reasonable effort to find an appropriate work schedule accommodation.

Work time off to attend classes is permitted on Sponsored Projects.

Several types of work schedule accommodations are possible, including:

• Revised work schedule
• Excused absence with use of leave time
• Release time with pay

Medical Center Team Members

Your manager is responsible for determining if the credit load and/or eligible course schedule requested will interfere with your work commitment or performance. If you are a part-time employee, you must take classes outside of your regular work schedule.

The Nursing Scholarship Program is offered through the Nursing Professional Governance Organization (NPGO). Information will be posted on the NPGO web page when the program is open for application, usually in the Spring each year.

For information about possible fee waivers for employees who take classes at UVA, go to Financial Services Fee Waiver for Employees at Student Financial Services (determination of possible fee waiver is made by SFS).