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UT Dallas - Human Resources

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Employee Tuition Assistance Plan (formerly Tuition Waiver)

Background

The University of Texas at Dallas offers eligible employees the opportunity to enroll in up to six hours of regular academic credit per semester and pay reduced tuition and fees. Executive and unfunded program courses are not applicable for tuition assistance.

Participants maintain standard University working hours.  With the approval of the participant's supervisor, no more than three of the six semester credit hours may be taken during normal working hours, and the time missed from work must be made up on an hour for hour basis.  (See the Quantity of Work Policy for more information about time missed from work.)

Eligibility

Current employees are eligible if on the day the academic semester opens:

  1. The employee is a regular, full-time employee, and
  2. The employee has been employed at the University of Texas at Dallas as a regular, full-time employee for at least the prior 180 days from the day the academic semester opens, and
  3. The employee meets the regular admission standards of the University of Texas at Dallas, and
  4. The employee has obtained their supervisor’s written approval, and
  5. The employee must be meeting or exceeding current job performance expectations and not have been the subject of a demotion or suspension without pay under UT Dallas policy D8-100 in the 90 days prior to the day the academic semester opens.

To be eligible for the benefit the class must be for regular credit toward a degree at the University.

Applications for the benefit will only be approved on a space-available basis. 

Continuing the Benefit

In order to continue receiving the benefit, participants must satisfy two criteria for each course in which they registered in any semester in which they received the benefit.

  1. Participants must receive a grade of “C” (2.0 grade points) or higher in the undergraduate courses to which the assistance is applied. For graduate courses, participants must receive a grade of “B” (3.0 grade points) or higher in the courses to which the assistance is applied, and
  2. Undergratuate participants must maintain an overall GPA of 2.0, while graduate participants must maintain an overall GPA of 3.0.

A grade of "Incomplete" or “Missing grade” does not constitute completion of coursework, so participants who receive a grade of "Incomplete" or “Missing grade” are not eligible to continue using tuition assistance until the coursework is completed and a final grade is recorded. The last day for tuition assistance to be applied in any semester is the full-term Census Day.

Plan participants who are not eligible to continue due to failure to satisfy the two criteria listed above will become eligible again when their UTD GPA meets the following standards:

  • Undergraduate students – 2.00
  • Graduate students – 3.00.

For the purpose of eligibility reinstatement, the GPA will be calculated using all course work completed under the employee tuition assistance plan, including the courses which resulted in loss of eligibility, and all UTD coursework completed subsequent to the term which resulted in the loss of eligibility. The University Registrar will calculate the GPA and the Registrar’s determination of academic eligibility for the next term will be final.

Applying for the Benefit

To apply for the Employee Tuition Assistance Plan: 

  • Read this page carefully to be certain that you are eligible and that you have followed the instructions.
  • Complete and sign an application form (see related links above)
  • Get your supervisor's signature and make a copy for your records.
  • Submit the completed, signed form to Human Resources, MP2.208 or Mail Station AD 10, and then register yourself for the courses you want during the appropriate registration period by classification. Forms should be submitted sufficiently in advance in order to meet the Registrar's deadlines. All registrations, to be considered, must be into the Registrar's Office by the full-term Census Date for the new semester. (See Academic Calendar for Census Date.)
  • If HR certifies your eligibility, HR will send your form to the Registrar's Office.  A member of the Registrar's staff will notify you if you do not qualify for the benefit. If you are enrolled for the current semester, the Office of the Registrar will wait until grades are posted for that semester before reviewing your eligibility .
  • Your form will be sent to the Bursar's Office, where the benefit will be applied to your account.  You will be able to see your assistance amount on-line within two business days of the form's arrival in the Bursar's Office.
  • Remember a new application form is required each semester.

Tax Implications for Participants

The federal government currently allows certain employer-provided educational assistance benefits to be "tax free" to participants in the UT Dallas Employee Tuition Assistance Plan. This applies to undergraduate courses for employees as well as graduate-level courses for the employee, but only to the maximum of $5,250 annually for gradauate-level courses.  An employee must generally pay taxes on employer-provided educational assistance benefits in excess of $5,250. This amount will be included and reported as taxable income for the year in which the excess benefit is earned.

Quick Reference Table

Person receiving benefits
Course Level
Benefit Type
Tax Consequences

Employee

Undergraduate

Tuition Assistance

Non-Taxable

Employee

Graduate

Tuition Assistance

Amount in excess of $5,250 is taxable

**This summary is provided for the convenience of employees; employees should discuss any questions regarding personal income tax issues with their tax advisor or preparer.  Additional information regarding educational assistance plans in general is available from the IRS at: http://www.irs.gov/publications/p970/ch11.html.

Have more questions?  Visit our FAQs.

Contact Information

  • Elizabeth Samuel, ext 2402, if you have questions about registration, including dates or continuing the benefit.  Also see the Academic Calendar for registration timelines.
  • Rick Grant, ext. 6296, for general information about which fees qualify, paying fees, fee refunds, and posting the assistance amount to your account. See Bursar's web page for payment deadlines.
  • For information about income taxes on this benefit contact Payroll at payroll@utdallas.edu or ext. 2611.
  • Human Resources, ext 2221 for other general questions about this benefit.