UVA Education Benefits Program

Personal Eligibility

• Full-time and part time (20+ hours) employee in a benefits-eligible position for 6 consecutive months by the event start date.
  • Requests may not be approved if seeking funding before date of eliibgilty, Including scenarios where event is on/after eligiblity date. As employee is not eligible to receive funds ahead of the 6-month date.
  • Employee has the intention of remaining active on payroll during duration of event.
  • Prior state service does not count toward 6-monts of service.
    • This includes prior UVA service where a break in employement occured.
    • 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.

Course/Conference Eligibility

A course/conference is eligible if it meets at least one of the following criteria:

• Enrollment fees for a conference that is directly related to your position at UVA (Professional Development)
• Courses which earn CEUs, or are job-related (Professional Development)
• For-credit courses, working towards a degree or for-credit certificate program at an accredited institution (Tuition)

Non-eligible programs or expenses include:

• Subscriptions to learning services/sites (exceptions: 1-sites that earn CEU’s and/or credit toward professional certifications, 2- CBT Nuggets, Code Academy, and Pluralsight for ITS employees)
• Memberships/licenses
• Books
• Certification exams (exception - initial exam for a job-related professional certification)
• Course materials
• Food
• Games
• Hobbies
• Lodging
• Management/leadership development programs
• Personal enrichment courses
• Private consultant refresher courses to take examinations
• Seminars
• Special examinations for admission to degree programs
• Sports
• Travel
• Workshop
• Courses related to mindfulness, yoga, and other similar-related topics could be supported by Hoos Well or other vendors

Personal Eligibility

• Full-time and part time (20+ hours) employee in a benefits-eligible position for 6 consecutive months by the event start date.
  • Requests may not be approved if funding is sought before the eligibility date, including situations where the event occurs on or after the eligibility date, as the employee is not eligible to receive funds prior to the 6-month mark.
  • Employee has the intention of remaining active on payroll during duration of event.
  • Prior state service does not count toward 6-monts of service.
    • This includes prior UVA service where a break in employement occured.
    • 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.
  • RN Clin 1's are eligible date of hire
• The following employee types are not eligible to receive funding:
  • Temporary
  • Wage
  • Students
  • Contingent workers
  • Pool
  • Housestaff
  • All other non-benefited roles.

Course Eligibility

A course is eligible if it meets at least one of the following criteria:

• Academic credit course offered by an accredited school (Visit the U.S. Dept. of Education for resources about accreditation) leading to an Associate's, Bachelor's, Master's, or Doctoral degree.
• English as a Second Language (ESL), literacy and related classes.
• LEAN and related classes.
• Eligible courses taken for a grade or credit must be completed with a grade of C- or better for undergraduate courses or a B- or better for graduate courses. Documentation of "pass" is required for non-graded courses.

Non-eligible programs or expenses include but are not limited to:

• CEU fees, personal enrichment courses, sports, games, hobbies, workshops, seminars, management development programs, special examinations for admission to degree programs, private consultant refresher courses to take examinations, and admission examinations
• Courses related to mindfulness, yoga, and other similar-related courses (should be supported through Hoos Well or other vendors)
• License and/or professional memberships
• Subscription fees to learning sites 
• Books, materials, travel and lodging and food
• Certificate programs

Professional Credentialing Certification Eligibility

Professional Credentialing Certification is eligible for education assistance if:

• The credentialing certification or review course for professional credentialing certification is job related and of value/benefit to the Medical Center
• Confirmation of mastery or competency must be awarded by a third party, standard-setting organization (e.g. ANA, AMA, AAP, etc.) which results from an assessment process with ongoing requirements to maintain credentialing certification (ex. Certification in Critical Care Nursing CCRN) 

Additional courses eligible under Professional Credentialing Certification:

• English as a Second Language, literacy, and related classes
• LEAN (or other similar programs) that benefit the Medical Center
• Review course for professional credentialing certification that is of value/benefit to the Medical Center as determined by the department

Non-eligible expenses include but are not limited to:

• Professional development programs that are not position required
• Credentialing certifications that are not related to current job, and do not benefit the Medical Center
• Conferences, personal enrichment courses, sports, games, hobbies, workshops, seminars, management/leadership development programs or courses, special examinations for admission to degree programs, private consultant refresher courses to take examinations and admission examinations
• License and/or professional memberships
• Subscription fees to learning sites 
• Books, materials, travel and lodging and food

The program offers two options - Tuition Benefit or Professional Development Benefit, described below. 

A maximum of $5,250 is available for use between the two benefits per calendar year.

Tuition Benefit

The Tuition Benefit covers for-credit coursework toward a degree or certificate at an accredited provider, using in-state tuition rates (if applicable) regardless of residency. Tuition is based on the current rate at the time of your 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 certificate program.

Departments may choose to offer additional educational benefits through departmental funding. With approval, you would submit the School/Unit/Department funding request and provide both the Worktag (or FDM Values) of the School/Unit/Department and your supervisor's computing ID.

Requests can only be approved within 90 days of the start date (if advance funds) 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.

Benefit Payment

• Funding for tuition or professional certification can be provided as advance 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 follow: technology fees, lab fees, supplemental/differential charges for tuition, online course fees, etc.

1. Itemized invoice and proof of payment required
2. Proof of passing grade required within 30 days of completion
3. Proof of certificate required within 30 days of completion
4. Proof of attendance required within 30 days of completion
5. Proof of completion required within 30 days of completion
6. Written statement explaining job relation required

The amount of the benefit is calculated based on credentialing certification fees and tuition only. Other fees and expenses are not covered under this program (student activity, library fee, 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. 

Course Benefit

• 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.).

Certification Benefit

• Benefits are also available for approved professional credentialing certification expenses, for up to $375 per year beyond the $5,250 course benefit. Benefits over the $5,250 threshold will be subject to taxation.
• RNs only may receive up to $500 for their initial and renewal professional certification. 

Requests can only be approved within 90 days of the start date (if advance funds) 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.

Benefit Payment

• Funding for tuition or professional certification can be provided as advance 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 document. 

Professional development activities consisting of other educational activities or programs not resulting in academic credit or credentialing certification, such as conferences, 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.

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.

If you receive over the IRS limit of $5,250 for education costs within the year, the excess is considered taxable income to you and appropriate taxes (federal, social security, medicare and state tax, if applicable) will be withheld at the point in time in which you exceed that amount.

The amount credited to your annual benefit allotment is based on the year the reimbursement is paid. Examples: 

• An employee requests a $1,500 tuition benefit in November 2023 for classes that begin in January 2024. The $1,500 is paid in 2023 and accrues in the 2023 calendar year.
• An employee requests a $1,500 tuition benefit in January 2024 for classes that began in December 2023. The $1,500 is paid in 2024 and accrues in the 2024 calendar year.

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.

Academic Division Employees

Funds will be deposited through your payroll. This may take up to two full pay cycles.

You are required to provide an itemized invoice, proof of payment, and proof of completion/attendance are required within 30 days of completion and should be uploaded together in Workday as one document. Providing documentation is an IRS requirement. 

If you leave the University before successfully completing the course, or before reimbursing any amounts owing under this policy, or you do not register for or you stop attending a course for which you have received an education benefits disbursement, you are responsible for immediate repayment of the full amount of the benefit disbursement.

If an employee does not register for, or stops attending, a course for which he or she has received an education benefits disbursement, the employee is responsible for immediate repayment of the full amount of the benefit disbursement. No additional funds may be issued until the repayment has been completed.

Medical Center Team Members

Request for Education Assistance

You are required to provide an itemized invoice, proof of payment, and proof of completion/attendance are required within 30 days of completion and should be uploaded together in Workday as one document. Providing documentation is an IRS requirement. 

If an employee does not register for, or stops attending, a course for which he or she has received an education benefits disbursement, the employee is responsible for immediate repayment of the full amount of the benefit disbursement. No additional funds may be issued until the repayment has been completed.

If an employee terminates within 6 months after receving funds they are subject to repayment.

*Expenses that have been waived or paid through other sources such as scholarships or grants are not eligible for reimbursement.

Payment Process

Upon approval, funding will be deposited through the employee’s payroll on the next available pay period. Please allow up to two pay periods to receive payment. 

In accepting Education Assistance under this program, the employee will provide (within thirty (30) days following the end of course or credentialing certification) documentation through employee self-service. This will include: 

• An official grade report or copy of transcript (Tuition Benefit) or appropriate credentialing certification document (Professional Credentialing Certification Benefit) 
• Itemized invoice 
• Proof of payment (paid bill or receipt)  

Failure to complete all documentation requirements will result in the full repayment of the benefit as a deduction from the employee’s next available paycheck. No additional benefits will be paid until all deductions have been processed. 

Employees who leave employment at the Medical Center and are not transferring to the Academic Division will be required to repay any education assistance received within six (6) months prior to their termination. Appropriate deductions will be made to recoup the full amount of the assistance payments from the employee’s final pay. 

If an employee does not register for, or stops attending, a course for which he or she has received an education benefits disbursement, the employee is responsible for immediate repayment of the full amount of the benefit disbursement. No additional funds may be issued until the repayment has been completed.

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.

Education benefits are central or departmental financial support for approved educational activities.

• Central Funding for Education Benefit: Use of the annual balance of your Education Benefit for funding, and includes:
  • Academic Division 
    • Tuition funding - Courses must earn college credit and will be taken towards a degree or for-credit certificate program at an accredited university or institution.
    • Professional Development funding - Courses or conferences must be job related, career growth related, or a developmental opportunity within your current field.
  • Medical Center
    • Tuition Assistance - Courses must earn college credit and will be taken towards a degree program at an accredited university or institution.
    • Professional Credentialing Certification - Includes job-related credentialing certifications; eligible courses (English as a Second Language, literacy, and related classes); LEAN (or other similar programs) that benefit the Medical Center; or a review course for professional credentialing certification that is of value/benefit to the Medical Center.
• Departmental Funding: Your department is paying for the course, program, or conference (funding for conferences is permitted for Academic Division only) outside of your Education Benefit limits.

Academic Division: Regular full or part-time benefited employees with more than six months of service are eligible.

Medical Center: Regular full or part-time benefited employees with more than six consecutive months of service in good standing, as well as RN Clinician 1 on day of hire, are eligible.

• Temp
• Wage and other non-benefited employees
• Students
• Contingent Workers
• Unit-based 
• Medical Center pool
• Housestaff
• Employees with less than six months of consecutive benefited employment

To be eligible for tuition, you must be obtaining transferable college credits towards a degree at a nationally recognized, accredited institution. These courses do not need to be related to your position at UVA.

Note: Academic employees only may be eligible to use tuition funding toward for-credit certificate programs.

For-credit:

This typically refers to educational courses or programs that are eligible for academic credit. These are often part of a degree or certification program, and successful completion may count toward earning a degree, diploma, or certificate. These can be undergraduate credits or graduate credits.

• 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.

CME:

CME refers to educational activities designed for professionals, to maintain, develop, or increase their knowledge, skills, and professional performance. Certification holders are often required to attend CME-eligible events to maintain their certification.

• CME credits are required for maintaining professional licenses or certifications, while for-credit courses are part of structured educational programs leading to academic credentials.

To qualify for tuition an event must be for-credit toward a degree or for-credit certificate. Otherwise it may fall under professional development if within policy parameters.

To be eligible for professional development, the courses or conferences must be job or career-growth related offerings relevant to your current job. 

The offerings must be provided or sponsored by a recognized provider of professional development experiences.

Professional development funding can also be used to fund the cost of an initial exam for a job-related professional certification.

Eligible credentialing certifications include:

• Certifications which lead to credentialing requirements related to your current job 
• Certifications that are provided or sponsored by a recognized provider of professional credentialing certification
• Other eligible courses:
  • English as a Second Language, literacy, and related classes
  • LEAN (or other similar programs) that benefit the Medical Center
  • Review course for professional credentialing certification that is of value/benefit to the Medical Center as determined by the department

Individual departments can offer departmental funding for things that they deem valuable to their department. These may be ineligible expenses for either tuition or professional development or funding beyond the $5,250 that is allotted for each eligible employee from UVA central funding. Employees must submit an FDM/Cost Center from the department granting the funds in their request in Workday.

If you are using departmental funding, then the department has approved for you to use the funds from their department finances for their expense. The department extending this benefit must supply the FDM/Cost Center for their department for the benefit to be paid out from their fund.

Academic Division

• Personal enrichment courses, sports, games, hobbies, workshops, seminars, management/leadership development programs or courses, special examinations for admission to degree programs, private consultant refresher courses to take examinations and admission examinations
• Courses related to mindfulness, yoga, or other similar related courses
• Exam fees (if not an initial exam for certification in a job-related professional organization)
• Certification and re-certification fees, technology fees, student fees, licensure and re-licensure fees
• Subscription fees sites (Exceptions: 1. /Sites that earn CEUs and/or credit toward professional certifications; 2. CBT Nuggets, Code Academy, and Pluralsight for ITS employees)
• Books, materials, travel and lodging and food
• License and/or professional memberships

Medical Center

• Professional development programs that are not credit-based classes working toward a degree
• Certificate programs
• Professional development programs that are not position-required
• Credentialing certifications that are not related to current job and do not benefit the Medical Center
• Conferences, personal enrichment courses, sports, games, hobbies, workshops, seminars, management/leadership development programs or courses, special examinations for admission to degree programs, private consultant refresher courses to take examinations and admission examinations
• License and/or professional memberships
• Subscription fees to learning sites
• Books, materials, travel and lodging, and food
   

For advance funding:

• Employees may submit up to 90 days ahead of the event start date.
  • Conferences only may be submitted 5 months ahead of the start date.

For reimbusement (ie: event has been completed and paid for):

• Employees may submit up to 6 months after event start date.

Advanced funding:

• The event has not yet been completed; in other words, the end date has not passed or the event has not yet started.
• Employees have 2 options:
  • Pay for their event, then keep funds received as reimbursement 
  • Submit a request and then pay event upon receiving funds.

Reimbursement:

• Event has been completed and employee has paid for the event.
  • In which case employees are required to provide proof of payment and completion with the initial request. 

In either of the above, employees who received a student loan are expected to provide proof of payment being made toward the loan. In the event of advanced funding, the employee is expected to use the funds they received toward their loan balance and will provide proof of payment being made upon substantiation. For reimbursement, the expectation is the employee has already paid toward the loan and now seeking to be reimbursed.

*Please note that the above applies only to employees actively pursuing a degree program. Funds are not issued for prior student loans.

Once logged into Workday:

Menu>Benefits & Pay Hub>Click tile for "Education Benefits Request"

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

There is an appeals process for those that do not agree with the decision on their education benefits request. Follow the link below to complete the appeals form:

https://virginiahsd.co1.qualtrics.com/jfe/form/SV_9vK8chIGxtIYOBE

You will receive a task in your Workday inbox the day after your class ends. You must upload the documents within 30 days of receiving this task. 

Once the task is submitted, you won't be able to attach additional documents until it is returned. Please ensure all documents are ready before submitting the task for review.

Academic Division

• Itemized invoice and proof of payment
• Tuition – proof of passing grade (“C” or better)
• Professional Development Class – proof of completion
• Professional Development Conference – proof of attendance (thank you email, letter/email confirmation from conference, printed program, or screenshot with conference branding)

Medical Center

• Itemized invoice and proof of payment
• Tuition - proof of passing grade (“C-” or better for undergraduate, or a B- or better for graduate courses)
• Professional Credentialing Certification - proof of completion and credentialing certification

Follow the instructions in the job aid.

Contact AskHR@virginia.edu if you need assistance.

Academic Division - Eligible employees are allotted $5,250 annually for education benefits ($2000 of the $5,250 can be used for professional development if the employee chooses).

Medical Center - Eligible team members are allotted $5,250 annually for tuition assistance/job-related courses, and up to $375* for professional credentialing certifications. This is on top of the $5250 and subject to tax if applicable.

*RNs may receive up to $500 for their initial professional certification or renewal of certification. This applies only to RNs.

Funding is dispersed through the payroll process, and you will receive the funding in your paycheck.

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 up to two pay periods from the approval date to receive funds in your payroll check.

Education benefits up to $5,250 annually are not taxable.

Taxability over $5,250 will also apply if individuals receive Medical Center scholarships (i.e., the Annual Nursing Scholarship) or departmental funding.

No. The process must be completed through payroll, and it will be the employee’s responsibility to pay the schools.

Academic Division - You must remain employed by UVA through the end of your course or conference. If you leave UVA before completing their course or conference, then you will be responsible for repaying the funding amount granted for that course.

Medical Center - You must remain employed by the UVA Medical Center for six months following receipt of Education Assistance funding. If you leave prior to the six-month requirement, then you will be responsible for repaying the funding amount granted for that course. The funding will be deducted from your final pay, as well as by collection efforts for unpaid amounts.

Please contact askhr@virginia.edu and include the following information:

• Subject line:
  • Education Benefits Repayment
• Month/year request was made
• Amount requested
• Amount to return
• Reason for repayment

This will be completed by a payroll deduction. No additional funds may be issued until the repayment has been completed.