Skip to main content
uta
uta

Employee Tuition Assistance Plan - Frequently Asked Questions

What types of courses or degree programs are reimbursable through the Employee Tuition Assistance Plan (ETAP)?
What are prospective job duties?
What are some of the limitations of the tuition assistance plan?
How much of tuition and fees will the tuition assistance plan cover?
Are online programs and courses covered under the tuition assistance plan?
Are dependents covered under the Employee Tuition Assistance Plan?
What is the deadline for submitting the application?
How will the reimbursement be processed?  Will I receive a check?
Can I use the tuition assistance plan for classes at an institution other than UTA?
Can I use the ETAP in conjunction with other waiver, grants, or scholarships?
Since I am employed under a Federal grant, do I still qualify for the tuition assistance plan?
What are the grade requirements to receive reimbursement from the ETAP?
Who will determine if I have met the GPA requirements?
Why can't I take classes during the normal business hours during the Fall and Spring terms only?
Does the supervisor need to approve each individual class that I am requesting ETAP for?
Do I have to use the ETAP if I am both a student and an employee at UTA?
The plan requires that I remain employed by UT System for one month per credit hour reimbursed.  When does that agreement begin?
Please explain the employment provisions if I complete a 45-hour masters program?
Do you have additional questions or comments?

What types of courses or degree programs are reimbursable through the Employee Tuition Assistance Plan (ETAP)?

Coursework or the degree program must be directly related to the job for which the employee is employed during his or her participation in the Plan.

What are prospective job duties?

Prospective job duties are duties, or position, that an employee may be reasonable able to attain at a future date.  These duties must be in alignment with current department functions. 

Example:  An employee working as an Administrative Assistant in the College of Science may have prospective duties that involve accounting, grant management or grant writing.  This employee could seek a degree that would increase their competency in any of these prospective duties.

What are some of the limitations of the tuition assistance plan?

Tuition assistance will not apply to room and board charges, textbooks and supplies, any other cost of instruction, tuition and fees for non-credit courses, Executive MBA or other executive degree programs, UT Online Consortium classes taken at other UT System schools, classes offered through the Division of Enterprise Development. Tuition assistance is only available for on-campus University for-credit courses. Tuition assistance is not applicable for auditing classes. Tuition assistance cannot be combined with any other waiver, financial aid award, or scholarship for which an individual may be eligible. Employees’ spouses, children and other family members are excluded from the Employee Tuition Assistance Plan.

How much of tuition and fees will the tuition assistance plan cover?

The Plan provides for reimbursement of resident tuition only (with the exception of statutory tuition at then current rate) following successful completion of graduate or undergraduate coursework and submission of required forms and supporting documents. Fees and other non-tuition charges are not eligible for reimbursement.  Additional information on tuition and fees is available through Student Financial Services.

Are online programs and courses covered under the tuition assistance plan?

No, tuition assistance is only available for on-campus University for-credit courses. In addition, tuition assistance is not applicable for auditing classes.

Are dependents covered under the Employee Tuition Assistance Plan?

No, dependent children and/or spouses are not covered.

What is the deadline for submitting the application?

You should resubmit the form with a copy of the transcript showing the final grades for the semester to your supervisor for approval within thirty (30) days of the end of the semester.

How will the reimbursement be processed?  Will I receive a check?

Once Business Affairs have verified all the required documents from your supervisor, a credit will be applied to your student account.   Normal processing rules will apply at that point.

Can I use the tuition assistance plan for classes at an institution other than UTA?

No.  The ETAP is to be used for on-campus courses found in the UTA official course schedule.

Can I use the ETAP in conjunction with other waiver, grants, or scholarships?

Tuition assistance cannot be used in place of any other tuition waiver, grant, or scholarship that an employee receives. However, in the event an employee receives a partial tuition waiver, grant or scholarship, tuition assistance may be used for the remaining tuition expenses.

Since I am employed under a Federal grant, do I still qualify for the tuition assistance plan?

As long as you meet the benefits eligibility requirement, you do qualify for ETAP.

What are the grade requirements to receive reimbursement from the ETAP?

You must maintain Successful Academic Progress (SAP) for all credit hours requested under the plan.

The employee is eligible to receive reimbursement only for courses in which he/she received a grade of at least:

  • “C” (2.0 grade points) or higher for undergraduate courses;
  • “B” (3.0 grade points) or higher for graduate courses.

In order to continue to be eligible under the Plan the employee must meet the following standards of requirements:

1.   Maintain a GPA of:

2.5 as an undergraduate student
3.0 as a graduate student; and

2.   Receive a final grade for each course. An employee is not eligible for reimbursement or to continue participating in the Plan if the employee has a grade of “Incomplete” or “Withdrawal”.

Who will determine if I have met the GPA requirements?

The Registrar's Office will determine GPA.  To calculate GPA the registrar will use all coursework completed, including the courses where an employee’s grades caused her/him to lose eligibility, plus all the coursework completed after the term where the employee became ineligible to receive tuition assistance. The registrar’s determination of eligibility for the next term will be final.

Why can't I take classes during the normal business hours during the Fall and Spring terms only?

The classes that occur during Summer terms are condensed and would take an employee away from the work area for more than three hours in one week.

Does the supervisor need to approve each individual class that I am requesting ETAP for?

The supervisor only approves individual classes if the employee is a not seeking a specific degree. 

If the employee is seeking a degree, and the degree is related to the current or prospective job duties, than the supervisor is approving the program as a whole. 

Example:  Employee is seeking a job related Bachelor's degree in Accounting.  Part of the requirements of this degree may be to take a general science class.  The degree is approved as work related, therefore the class may be covered by the ETAP.

The same is true for classes taken during the normal work hours. 

Do I have to use the ETAP if I am both a student and an employee at UTA?

No, you are not required to use this benefit.

The plan requires that I remain employed by UT System for one month per credit hour reimbursed.  When does that agreement begin?

This agreement begins the first of the month following completion of the coursework.

Please explain the employment provisions if I complete a 45-hour masters program?

In this scenario the agreement would end on February 2019 or 6 months following the program completion date.

Fall 2016 9 Hours Jan 2017 to Sept 2017
Spring 2017 9 Hours June 2017 to Feb 2018
Summer 2017 6 Hours Sept 2017 to Feb 2018
Fall 2017 9 Hours Jan 2018 to Sept 2018
Spring 2018 9 Hours June 2018 to Feb 2019
Summer 2018 3 Hours Sept 2018 to Nov 2018

Do you have additional questions or comments?

Please email us at benefits@uta.edu