Tuition Assistance Reimbursement Reminder

As a benefits-eligible team member in the Medical Center, we want to remind you about a few important aspects of tuition assistance to ensure your requests are approved through People Soft in time for your reimbursements to be applied in the 2022 calendar year.

• The benefit maximum is based on the calendar year in which the reimbursement is made, regardless of when it is submitted and for what term it is submitted.
• It is important to get in year-end grades as soon as possible to ensure all approvals, revisions, and corrections can be done in timely manner, as holidays can affect reimbursement timing. Documentation does not have to be an official transcript.
• It is important to ensure the request is correct and all necessary documentation is attached. Please make sure you do not include non-education related fees (i.e., student activity fees, technology fees, institutional fees, books etc.,). Your request will be sent back for revision if you do. Please refer to the Medical Center Education Program for eligible costs.
• Requests go to your manager first for approval.
• Plan early for unforeseen issues. Here are two examples:
  • If banks are closed for winter holidays when your request is approved, your reimbursement could fall into the next year, meaning your 2023 allotment would be used.
  • If designated approvers are on vacation, notify UVA HR with the Report ID to get requests re-routed to another designated approver.
• We are unable to change the year allotment that the money comes from - the year you receive reimbursement is the year that the reimbursement is applied.
• Once UVA HR approves the request, it takes two business days for funds to be deposited directly into your account. If the deposit falls on a bank holiday, it will push the deposit back until the next business day.

Please be proactive in submitting tuition assistance requests - there are several factors that could potentially delay your request getting approved in time to be counted in 2022. If your reimbursements are not submitted by December 20, 2022, there is no guarantee that they will be reimbursed in this calendar year.

For more information and the educational assistance job aid, please see the Education Benefits website.