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TUITION REIMBURSEMENT PROGRAMFrequently Asked QuestionsCONTENTS – FREQUENTLY ASKED QUESTIONSTuition reimbursement program . 2Who is EdAssist? . 2What does EdAssist offer? . 3Free educational advising .3Tuition savings at accredited schools .3Easy, self-service administrative system .3What can I expect from the EdAssist advising program? . 4Is advising required? .4What is an advising session? .4How do I schedule an advising session? .4How can I contact EdAssist?. 4Tuition reimbursement program description . 5How soon do I need to submit an application for approval before requesting reimbursement? . 5What educational programs are covered? . 6Eligible degree programs .6What programs are not covered under the tuition reimbursement program? . 6Excluded degree programs .6What are the eligible educational providers for tuition reimbursement? . 6What expenses and fees are covered for tuition reimbursement? . 7Does my manager need to approve my coursework? . 7What if my manager is incorrect in EdAssist? . 7What if my manager is not able to approve my application? . 8
Frequently Asked QuestionsTuition Reimbursement ProgramIs there a maximum benefit amount for tuition reimbursement? . 8Is there a minimum grade requirement? . 8Will my tuition reimbursement be taxed? . 8Application processing . 9How do I submit an application for tuition reimbursement? .9What if I can’t find my school location using “Search for Provider”?. 9What if I don’t see my field of study on the list in the system? . 10How do I submit an application for a challenge exam / for credit exam? . 10Do I enter the total tuition amount or the tuition amount per credit? . 10How do I submit my fees? . 10What if I submit a higher amount of tuition than the program limit?. 10How can I check the status of my application? . 11How do I request reimbursement for my course/term charges? . 11Uploading documents . 11How soon will my reimbursement request be processed? . 12What if I receive a grant or other financial aid from my school or other sources? . 12Can my application be denied? . 12Correcting application information: . 13TUITION REIMBURSEMENT PROGRAMAnswers to many of your questions about the Baylor Scott & White Health tuition reimbursement programare addressed here and in the program policy. If you still have questions after reviewing these materials,please contact an EdAssist Customer Service Representative at 855-853-5034 or by submitting a helpdesk ticket within the EdAssist website.WHO IS EDASSIST?Baylor Scott & White has partnered with EdAssist – the leading provider of comprehensive managededucation solutions – to administer the tuition reimbursement program. Enhancements include: A new online software tool providing a user-friendly process for applying for approval whenstarting classes and submitting for reimbursement upon course completionPage 2
Frequently Asked QuestionsTuition Reimbursement Program Educational and college finance advising at no cost to youTuition savings at a number of regionally accredited colleges and universitiesWHAT DOES EDASSIST O FFER?FREE EDUCATIONAL ADV ISINGThe Baylor Scott & White tuition reimbursement program includes academic and financial advisingservices at no cost to you.Baylor Scott & White strongly recommends that you schedule an advising session prior to beginning anew degree program. Advisors will work directly with you to create a customized education plan thatoffers a direct, convenient and cost-efficient route to earning a degree and meeting your educationalgoals. Contact EdAssist by phone (855-853-5034) or use the EdAssist site to schedule an appointmentwith an advisor. To learn more about free educational or financial advising, UITION SAVINGS AT ACCREDITED SCHOOLSThe Education Network is a group of over 200 selected schools and programs that offer unique benefitsto Baylor Scott & White employees.Benefits vary from school to school, but include tuition reductions, waived application fees and adedicated contact for students. While the network is primarily focused on working professionals, someschools also extend discounts on select programs to immediate family members.To learn more about the specific programs and benefits available at each school, click on the name of theinstitution at . Be sure to check the Baylor Scott &White tuition reimbursement program policy to confirm that the school of your choice meets all policyguidelines.EASY, SELF-SERVICE ADMINISTRATI VE SYSTEMEdAssist offers an easy online system to view and submit your applications, view pending approvals andget important updates from Baylor Scott & White. Log on by visiting the EdAssist website.Once you’ve reviewed your educational goals and developed a degree plan in collaboration with youruniversity or college, you’re ready to start the tuition reimbursement process. Prior to applying inEdAssist, review your degree plan with your supervisor to be sure it is related to your current or potentialfuture position within BSWH and receive your supervisor’s verbal approval. When you’ve receivedapproval, you can submit your initial application in EdAssist.Enter your school and course information for approval no later than 30 days after your coursestarts. Your first application will be approved by your manager; subsequent applications for the samedegree will be reviewed by the EdAssist system for eligibility only.Within 90 days of your course end date, upload your grades and proof of payment to EdAssist. Oncereviewed and approved, you will be reimbursed through your BSWH paycheck.Page 3
Frequently Asked QuestionsTuition Reimbursement ProgramWHAT CAN I EXPECT FROM THE EDASSIST ADVI SING PROGRAM?Advisors will work directly with you to create a customized education plan that offers a direct, convenientand cost-efficient route to earning a degree and meeting your educational goals. Financial educators arealso available by appointment to discuss how to finance your education above and beyond the BaylorScott & White Health tuition reimbursement program.IS ADVISING REQUIRED?No, advising is not required, but Baylor Scott & White strongly recommends that all employeesschedule an advising session prior to beginning a program of study in order to get the full benefit from theservices the tuition reimbursement program has to offer.W HAT IS AN ADVISING SESSION?An advising session will help you: Find the right school and degree program to meet your educational and career objectivesCompare different programs, majors or degrees to help save you time and money toward yourdegreeEvaluate previous coursework and prior learning to maximize your transferable creditsAssist with the admissions and college financing processThere is no cost to you to participate in an advising session.HOW DO I SCHEDULE AN ADVISING SESSION?Contact 855-853-5034 or sign up on EdAssist by clicking on “My Advising.”HOW CAN I CONT ACT ED ASSIST?Website:You are able to submit and check the status of your applications, upload and submitdocumentation, and view payment information 24 hours a day, seven days a week via thetuition reimbursement program website, found at www.tamsonline.org/BSWH.You can submit a help ticket online by clicking “Contact Us” from the left menu on theEdAssist site.If you have a question or comment about a particular application, please use theapplication comments function to add notes directly on the application in question.Phone:You can contact a Customer Service Representative 7 a.m. to - 7 p.m. Central Time,Monday through Friday, at 855-853-5034.Page 4
Frequently Asked QuestionsTuition Reimbursement ProgramTUITION REIMBURSEMENT PROGRAM DESCRIPTIONYou are eligible for tuition reimbursement if you: Are a regular full-time employee with at least 60 regularly scheduled hours per pay period; a twoday alternative employee with at least 48 regularly scheduled hours per pay period; or, a regularbenefits-eligible part-time employee with at least 40 regularly scheduled hours per pay period Have worked for BSWH for at least 90 days before enrolling in course(s) Meet performance standards in your current position when you apply for courses and when yourequest reimbursementThe following employees are not eligible for tuition reimbursement: Part-time employees working fewer than 40 hours per pay period (except nurse technicians),cash hourly, PRN and temporary employees Employees attending a course during regular scheduled work hours Employees on a leave of absence from BSWHo Employees on a leave of absence can submit a request for reimbursement after returningto work for courses that were approved and taken before going on a leave of absence.Employees must submit their request within 90 days of their return-to-work date. Any newcourses initiated or taken while an employee is on a leave of absence may not besubmitted for reimbursement. Employees who drop a course before completion Employees who are employed at BSWH as a requirement to complete an educational program(e.g., administrative residents and medical residents) Employees who change to an ineligible status prior to course end date and/or before tuitionreimbursement is processed and paid Employees who separate from employment before tuition reimbursement for the completedcourse is processed. This includes employees who separated from employment due to aworkforce realignmentNurse technicians are eligible to participate from their hire date if they work at least 16 regularlyscheduled hours per pay period.The HealthTexas Provider Network also requires executive committee approval for all degree plansapproved by your supervisor. Not all HealthTexas facilities participate in the tuition reimbursementprogram. Contact your supervisor for additional information or limitations for your location.HOW SOON DO I NEED TO SUBMIT AN APPLICATION FOR APPROVAL BEFOREREQUESTING REIMBURSEMENT?To ensure your educational provider, degree program and field of study are eligible for participation in thetuition reimbursement program, you must submit your application no later than 30 days after the startof your course.Applications should be submitted no earlier than 90 days prior to the start of class.Once your course ends, return to EdAssist to submit your grades and proof of payment forreimbursement. Documents must be submitted no later than 90 days after the course end date.Page 5
Frequently Asked QuestionsTuition Reimbursement ProgramWHAT EDUCATIONAL PRO GRAM S ARE COVERED?ELIGIBLE DEGREE PROG RAMS Associate's DegreeBachelor's DegreeMaster's Degree (Including MBA)Doctorate Degree (Including PhD and JD)GEDWHAT PROGRAM S ARE NOT COVERED UNDER THE TUITION REIMBURSEMENTPROGRAM ?EXCLUDED DEGREE PROG RAMS Continuing Education UnitsCertificate ProgramsCertification/DesignationsIndividual Courses not part of a degree planWHAT ARE THE ELIGIBL E EDUCATIONAL PROVID ERS FOR TUITIONREIMBURSEMENT?Non-nursing degree courses must be completed at institutions of higher learning with regionalaccreditation. MSA (MSCHE/CSS-MSA) – Middle States Association Commission on Secondary Schools orMiddle States Commission on Higher Education NWCCU – Northwest Commission on Colleges and Universities NCA – North Central Association of Colleges and Schools The Higher Learning Commission; NEASC – New England Association of Schools and Colleges Commission on Institutions ofHigher Education and the New England Association of Schools and Colleges Commission onTechnical and Career Institutions SACS – Southern Association of Colleges and Schools Commission on Colleges WASC – Western Association of Schools and Colleges Accrediting Commission for Communityand Junior Colleges and Western Association of Schools and Colleges Accrediting Commissionfor Senior Colleges and UniversitiesTo determine if a school meets these accreditation requirements, please visithttp://ope.ed.gov/accreditation/.For employees seeking degrees in nursing, the nursing program must be accredited by the Commissionon Collegiate Nursing Education (CCNE) or the Accreditation Commission for Education in Nursing(ACEN). Schools approved by the Texas Board of Nursing are also eligible. To determine if a schoolmeets these accreditation requirements, please visit: .htm ograms https://www.bon.texas.gov/pdfs/education pdfs/education programs/ApprovedRNschools.pdfPage 6
Frequently Asked QuestionsTuition Reimbursement ProgramThe GED must come from a high school or onsite testing facility recognized by the state department ofeducation. To find out if a particular high school or testing facility is accredited, contact the department ofeducation in the state where the school or facility resides or visit the GED Testing Service website,www.gedtestingservice.com.WHAT EXPENSES AND FEES ARE COVERED FOR TUITION REIMBURSEMENT?Eligible costs include tuition and required fees. The GED program reimburses GED exam costs as well ascosts for prep courses, up to 500.Expenses not eligible for reimbursement: Computer hardwareContinuing education to maintain licensesExam fees for required certificationsFinancing, interest and penaltiesLate registration feesParkingSuppliesTextbooks and course materialsTransportation-related expensesAny other expense not directly incurred for tuition or required feesCredit by Exam: Eligible expenses also include credit exams used for the purpose of granting credittowards an approved degree, along with the fees for posting these credits. Examples include: CLEP ACE, DANTES/DSST UExcel Portfolio preparation through Learning Counts or similar Prior Learning Assessment (PLA)providersDOES MY MANAGER NEED TO APPROVE MY COURSEWORK?You should review your education plans with your manager. Your manager will need to approve yourinitial EdAssist application for any new degree submissions. Your manager will verify that you meet theperformance requirements for the program and that your degree is related to your current job or apotential future job at BSWH.WHAT IF MY MANAGER IS INCORRECT IN EDASSIST?Contact the HR Service Center to have your manager on record updated correctly. Baylor Scott & Whitesends updated information weekly to EdAssist.CTX PeoplePlace: 844-417-5223NTX HR Service Center: 877-446-9562Page 7
Frequently Asked QuestionsTuition Reimbursement ProgramWHAT IF MY MANAGER IS NOT ABLE TO APPROVE MY APPLICATION?If your manager is correct but is unable to approve your application due to an extended leave or anothercircumstance, log into EdAssist and enter an application comments with details. EdAssist will work with aBSWH administrator to identify an updated approver for your application.IS THERE A MAXIMUM BENEFIT AMOUNT FOR TUITION REIMBURSEMENT?The annual tuition reimbursement maximum is 5,250 for full-time employees, 5,250 for two-dayalternative employees and 2,500 for part-time employees. Nurse technicians with 16 or more regularlyscheduled hours will receive the full-time maximum of 5,250 annually regardless of full-time or part-timestatus.The reimbursement maximum applies to the calendar year in which the reimbursement is paid. Forexample, if you took a course in 2015 but were reimbursed for that course in 2016, the amount receivedin 2016 will apply to the 2016 annual maximum.If employment status changes (i.e., full time to part time, part time to full time, etc.) during a course orprogram, the reimbursement maximum will be based on employment status on the date tuitionreimbursement for the completed course is processed for payment.Reimbursement will be for actual out-of-pocket tuition/expenses minus any scholarships or grantsreceived that reduced tuition/expenses.IS THERE A MINIMUM GRADE REQUIREMENT?C- or higher or pass on undergraduate degree coursesB- or higher or pass is required for graduate degreesYou must pass the GED exam to be eligible for reimbursement.Within 90 days of your course end date, you must submit a copy of your official grade report to EdAssist.WILL MY TUITION REIMBURSEMENT BE TAXED?The IRS allows reimbursement to be paid tax free, as outlined in Internal Revenue Code Section 127, upto a maximum of 5,250 per employee
The Baylor Scott & White tuition reimbursement program includes academic and financial advising services at no cost to you. Baylor Scott & White strongly recommends that you schedule an advising session prior to beginning a new degree program. Advisors will work dir
