HR policy - Employee education assistance policy

Who this policy applies to:

Eligible Employees

• Faculty or academic staff employees with half-time or greater appointment,
• University staff employee must have a permanent appointment to be eligible for reimbursement.
• Employees with a project appointment

Ineligible Employees:

• University staff temporary employees,
• Employees in training, and
• Student assistants or student employees.

Rationale:

This policy describes educational assistance for University of Wisconsin (UW) System faculty and staff, including tuition reimbursement for coursework and training undertaken by UW System faculty and staff. This policy includes relevant UWL policy interpretation and enforcement as well as additional adjacent policy information.

Policy Detail:

Please note, all steps of the pre-approval process must be completed prior to the start date of the course(s) for which you are seeking reimbursement.  

At UW-La Crosse, tuition reimbursement is primarily governed by UW System Administrative Policy 210: Educational Assistance for Faculty & Staff. Additional governing policies include UW System Administrative Policy 1240: Job-Related Coursework and Training and UW System Administrative Policy 1242: Payment of Licenses.

A. Policy

UW System Administrative Policy 210 provides the rules governing tuition reimbursement for all UW System institutions.

Eligibility: Reimbursement is available to all Academic Staff, Faculty, and Limited Appointees who hold budgeted appointments of half-time or greater. University Staff employees who hold project appointments or appointments with an expectation of continued employment (i.e. ‘permanent appointments’) are also eligible. Temporary employees, Employees-in-Training, Graduate Assistants, and Student Help or Student Assistants are not eligible.

Pre-Approval: Requests for pre-approval for reimbursement must be initiated by the employee (Docusign); submitted to their immediate supervisor, approved by the Dean/Director and the Vice Chancellor for the division, and submitted to Human Resources for final review and approval prior to the start of the course.  Only tuition for coursework will be reimbursed at the equivalent UWL tuition rate.  Fees, books, supplies, and travel costs are not reimbursable. Management’s decision to authorize educational assistance should be based on the determination that successful completion of the course will be beneficial to both the UWL and the employee in terms of knowledge, abilities, and skills. Assistance may be denied in cases where management determines that neither the course nor the degree pursued is of sufficient benefit to UWL.

Reimbursement: Employees must submit an Expense Report in Workday within 90 days of course completion to initiate the reimbursement process. Employees will be reimbursed upon successful completion (i.e. passing of the course with an equivalent C or higher) of the course. Employees must submit a paid tuition receipt and evidence of successful completion of the course work (grade report or certification of completion) with the electronic Expense Report.  Payment will be processed through Business Services only upon successful completion of the course if the employee is still employed at the institution and intends to remain in such employment for the reasonable future. Educational Assistance will be denied if employee fails to get pre-approval completed prior to the start of the course or to submit an expense report within 90 days of course completion. Note: department or employee professional development funds may not be used to pay for any outstanding or remaining balances to an employees tuition account at UWL or any other institution, nor can they be used to supplement employees allowable reimbursement. 

Termination of Employment: In the event of a voluntary separation from a tuition assistance-eligible position at UW-La Crosse, the employee agrees, by submitting the Tuition Assistance Request form, to refund all tuition assistance reimbursements paid during the 6 months prior to the effective date of separation.

Number of Credits: No more than one course, up to five (5) credits, or a training equivalent in any academic term (e.g., a semester, summer session or an equivalent) shall be reimbursed. This policy does not require reimbursement at 100% of the tuition paid and approvals may be denied due to UWL budget constraints. Courses may be taken at any state accredited public or private higher educational institution or WTCS institution, although enrollment at UW-La Crosse or UW System institutions is encouraged. Courses taken at institutions other than those within the UW System shall be limited to the tuition rate for an equivalent course at UW-La Crosse. Reimbursement for private institutions will be limited to the tuition at UW-La Crosse. If the tuition is lower than at UW-La Crosse, the lower tuition rates would apply. Exceptions to the rules of Policy 210 may be authorized and approved, in writing, by the Chancellor or designee.

Eligible Coursework: Reimbursements are available for job-related and for career-related courses that are graded coursework or result in a degree, certification, or industry recognized equivalent:

1. Job-related: Credit and noncredit, undergraduate or graduate level noncredit or training that is required by the University, or by law or regulations, to maintain salary, status or current position (if the requirements serve a business purpose of the University), or taken to maintain or improve skills required in the employee’s present work.
2. Career-related: Undergraduate and graduate level courses and professional development courses which will qualify an employee for advancement. Courses for personal enrichment do not qualify.

Examples of courses that may qualify include:

• Courses that provide knowledge and skills directly related to maintaining or improving current job skills.
• Courses mandated by law or regulation in order for the employee to retain the job.
• Courses directly related to the profession in which the employee is currently working, current classification or classification series.
• Courses that provide for career development within the University including those which are a necessary elective for completion of such degree.

Assistance may be denied in cases where management determines that neither the course nor the degree pursued is of sufficient benefit to the University.

Professional Licensure: Per UWS 1242- Payment of Licenses, University payment or reimbursement of license fees required to maintain professional credentials is prohibited regardless of source of funds.

Tax Consequences

Reimbursement for career-related undergraduate and graduate courses is subject to federal and state tax provisions. Generally, educational expenses qualifying as job-related are not reportable by the University as income to the employee. Educational expenses reportable by the University as income to the employee may result in tax withholding on employee paychecks.

Supporting tools:

• Employee educational assistance request form
• Employee educational assistance expense reimbursement instructions (business services)
• Employee educational assistance current rates (FY23)
• Employee educational assistance current rates (FY24)
• Employee educational assistance current rates (FY25)
• Employee educational assistance current rates (FY26)

Responsibilities:

N/A

Links to related information:

• UW System Administrative Policy 210 Educational Assistance for Faculty & Staff
• For information about local community educational assistance opportunities

Revision history:

Original development December 2017

Revision in September 2018

Last revision was May 9, 2022 adding: *Clarification note*
Updated April 10, 2023 - updated the current rates to reflect the FY24 increases. 

Last updated October 3, 2023 clarifying tuition only, non-coverage of fees.

Format updated June 2025

Links updated November 2025

Updated May 12, 2026