NAVY CHILD AND YOUTH PROGRAMS
TUITION ASSISTANCE PROGRAM GUIDANCE
PROGRAM ELIGIBILITY: Child and YouthProgram(CYP) employees who meet the following eligibility requirements may participate in the CYP Tuition Assistance (TA) Program. Child Development Home (CDH) providers are ineligiblefor the CYP TA Program.
NON-APPROPRIATED FUND (NAF) / APPROPRIATED FUND (APF)- Employees must be in a Regular Full-Time Employment position assigned to a UFM Cost Center.
- FLEX employees are not eligible for Tuition Assistance.
- Employees must be in a non time-limited appointment.
- May use CYP TA Program only if funding is not available through the APF TA Program.
- Agree to continued service employment with the Department of Defense.
- Agree to continued service employment with the Department of Defense.
FUNDING ALLOWANCE ANDLOCAL PAYMENT PROCEDURES: The CYP Director is responsible for working with their local NAF financial office to establish local payment procedures with the college/university. As the student, the employee will be held financially liable to the institution for all courses taken: however, payment procedures should be established to ensure employees unable to pay in advance are not discouraged from program participation.
Payments may be made directly to the academic institution if a billing procedure is established or the employee may pay the academic institution and submit a claim to the NAF financial office for immediate reimbursement. The CYP TA program is subject to reimbursement funding benefit allowance and yearly maximum policies, procedures, and guidelines as follows:
TUITION ASSISTANCE PROGRAMFUNDING ALLOWANCEUndergraduate Level Yearly Maximums: / $250 per semester hour for up to 16 semester hours or $4,000 per fiscal year
- Tuition & Fees (additional expenses for books may be allowed).
- Non-instructional expenses (e.g., copies of transcripts) are not authorized.
- Reimbursement may include additional expenses such as books, but does not include fees (e.g., application, parking), lap top computers, or travel costs.
- Reimbursement Fiscal Year is determined by the course(s) end date(s).
Master Level Yearly Maximums: / $250 per semester hour for up to 12 semester hoursor $3,000 per fiscal year
- Tuition & Fees (additional expenses for books may be allowed).
- Non-instructional expenses (e.g., copies of transcripts) are not authorized.
- Reimbursement may include additional expenses such as books, but does not include fees, (e.g., application, parking) lap top computers, or travel costs.
- Reimbursement Fiscal Year is determined by the course(s) end date(s).
FUNDING EXCLUSIONS: The CYP TA program will only fund courses that are not fully or partially funded by other resources (scholarships, VA Grants, or other funds) external to CYP. Individuals shall not receive funding from two sources for the same educational expense. TA benefits may be applied toward the balance of reduced tuition cost for courses leading to academic credittaken at recognized educational institutions. TA benefits do not support Continuing Education Units (CEUs).
COURSE CRITERIA: Training Specialists and CYP Directors are responsible for ensuring courses are appropriate and meet the following criteria. Courses and training:
Must be Job Related and may apply to associate, undergraduate, or graduate level coursework. Meet objectives of the employee’s individual professional development plan.
Must be taken from an educational institution accredited by an organization recognized by the U.S. Department of Education.
May be taken from a traditional or non-traditional pathways (e.g., in classroom, on-line). Training Specialists are encouraged to work with local educational partners to explore options for on-site group classes and/or on-campus group classes to allow for cooperative learning.
Must be taken on a voluntary off duty basis. If courses are not available during off duty hours, the employee must take leave. The courses may not interfere with center hours or service delivery.
CONTINUED SERVICE: Eligible employees approved for participation in the CYP TA Program must agree to remain employed with the Department of Defense (DoD) for a time of service at least (3) three times the length of education and training. The minimum continued service time for a semester hour is one month. Time equivalency for one (1) semester hour of coursework is three (3) months of service (1 semester hour x 1 month x 3). Continued service begins upon completion of coursework funded through benefit allowance. The CYP Director is responsible for calculating continued service and monitoring commitment completion. The following formula is used for determination:
Continued Service Length of Time Formula:
(# Credit Hours X 3 Months)= # of Months Continued Service
Example:
(3 Credit hours X 3 Months) = 9 Months of Continued Service Required
Continued Service Commitment Formula:
(Course Completion Date + Months Continued Service) = Obligated Employment Date
Continued Service Commitment Formula:
(May 30, 2011 + 9 months) = February 28, 2012
If an eligible employee does not complete the continued service commitment, he or she will be required to reimburse DoD for the cost related to all the remaining continued service commitment not satisfied. If justified, an employee’s chain of command may grant a waiver for DoD reimbursement. Continued service is notconcurrent; it is consecutive, meaning if an employee takes multiple courses in a quarter, term, or semester each course is subject to continued service at a ratio of 1 Semester hour:3 Months of Service.The CYP Director will work with the local financial office to calculate reimbursement to DoD if an employee fails to satisfy continued service commitment. The following formula is used for determination:
Percent of Reimbursement:
(Months Continued Service – % Time Satisfied) = % of Time Unsatisfied
Example:
(8 Months Continued Service – 75 % Time Satisfied) = 25% Time Unsatisfied
Amount of Reimbursement:
(Unsatisfied Course/s Benefit Allowance X % Time Unsatisfied) = DoD Reimbursement
Example:
($800 Benefit Allowance X 25% Time Unsatisfied) = $200 DoD Reimbursement
An employee authorizes the withholding of any final salary, leave or pay to apply against or liquidate any indebtedness arising from violation of the agreement. Employees may transfer to another position within the DoD system without penalty.
APPLICATION PROCESS: Eligible employees may apply for participation in the Tuition Assistance Program. For benefit consideration, employees have to complete and submit an ‘application package’ containing a completed CYP TA Program Application form to the Training Specialist(Encl 2).
Application packages are reviewed and approved by the Training Specialist, and CYP Director, prior to submission to CNIC (N911). Regional Managers are required to submit a consolidated packet with all employee application packages by the deadline date. CNIC (N911) makes final determination for benefit allowance approval and notifies region. Late applications will not be accepted and are not retroactive. The application process is outlined as follows:
Employee Planning and Application:
Establish an Individual Development Plan (IDP) with CYP Training Specialist and direct Supervisor.
Research and Explore Additional Financial Aid Resources for Educational Expense to maximize all available resources (e.g., scholarships, grants).
Complete CYP Tuition Assistance Application (Encl 2).
Submit Application and all supporting documents (e.g., course outline, degree program) to CYP Training Specialist for Review and Approval.
Training Specialist Review and Approval
Assist Employee to Establish an Individual Development Plan (IDP).
Collaborate with local educational partners to identify potential funding resources, identify education and training opportunities, and provide ongoing support.
Review coursework for eligibility and alignment to employee individual development plan.
Verify requested tuition assistance does not exceed Yearly Maximum Benefit Allowance.
Submit approved application packet and supporting documents to CYP Director.
Maintain a file copy of all pertinent materials and approvals in employee training record.
CYP Director Approval and Continued Service Determination
Review and verify information is accurate and complete.
Calculate continued length of service.
Consolidate Employee Application(s) with supporting documents.
Submit installation packet to Region CYP Manager or Designee.
Region CYP Manager or Designee Action
Compile and consolidate Application(s) from local installations.
Organize all CYP Application by Installation with employee applications in alphabetical order by last name.
Include a CYP TA Application Cover Sheet (Enclosure 4).
Submit one (1) consolidated packet from the region to CNIC (N911) for approval and processing by the indicated deadline.
Region CYP Manager or Designee deadline to submit consolidated packet(s) to CNIC (N911):
COURSE START DATE / SUBMISSION DEADLINEIF the course starts between:
- October – December
- January - March
- April – June
- July-September
August 30
November 30
February 28
May 30
TA application packets may be submitted on a monthly basis where appropriate for quarter based, non-traditional, or accelerated programs. Regional CYP Managers or designee must clearly communicate alternate local submission requirements with the TA Program Point-of-Contact for approval outside of the identified submission deadlines. CNIC N911 notifies application approval status to Regional CYP Managers electronically via email.
REQUEST FOR REIMBURSEMENT: Eligible employees must successfully complete all coursework and submit a request for reimbursement.
The TA Program Course Completion Verification form and supporting documentation (i.e., transcript or grade report, paid tuition receipt) must be submitted to the Training Specialist within 30-days of coursework completion(Encl 3).
The Training Specialist and CYP Director will review and verify actual expenses and reimbursement, and submit to the Region within 45-days of course completion.
Region CYP Manager or designee will consolidate packages and submit to CNIC (N911)no later than 60-days from course completion and submit to CNIC (N911).
Region CYP Manager or designee will communicate any anticipated delays and/or requests for extensions to CNIC (N911) prior to the 60-day deadline. Requests for extension will be reviewed on a case-by-case basis.
For reimbursement, courses must be satisfied as follows:
Undergraduate / Graduate / Non-LetterMinimum grade of “C” is required for satisfactory completion leading to benefit allowance. / Minimum grade of “B” is required for satisfactory completion leading to benefit allowance. / A rating of “SATISFACTORY” is required for coursework without a letter grade rating system
Unsatisfactory completion of coursework will result in forfeiture of approved benefit allowance and restriction of future benefit. If tuition assistance benefits were paid direct to the educational institution on behalf of an eligible employee and the employee unsatisfactorily completed coursework employees are required to reimburse the full benefit allowance to the local NAFI. Documentation of successful completion and a “PAID” receipt for tuition and allowable expenses must be attached.
COST CENTER REIMBURSEMENT: CNIC (N911) will review reimbursement requests with supporting documentation and process reimbursement of eligible employee benefit allowance through Intra-fund Transfer to the Cost Center identified. Reimbursements are made directly to the NAFI. CNIC (N911) will not direct reimburse eligible employees.
REIMBURSEMENT TIMELINE: RegionCYP Manager or Designee deadline to submit all reimbursement packages to CNIC (N911):
COURSE COMPLETION / SUBMISSION DEADLINEIF the course ends between:
- October – December
- January - March
- April – June
- July-September
January 30
April 30
July 31
October 30
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