Administrative Policy

Category: Human ResourcesEffective Date:1-11-06 Policy: HR.501

Title:Education ReimbursementPage:1 of 3

Purpose:

The purpose of the Education Reimbursement policy is to provide associates with information regarding assistance that the MedicalCenter will provide to them to pursue further education that would benefit both the associate and the MedicalCenter. This policy will provide information regarding eligibility for the program, the amount of assistance that is available, and payback responsibility should the associate leave soon after receiving reimbursement.

Policy:

I.General Tuition Reimbursement Guidelines

After six months of employment at ShawneeMissionMedicalCenter, full- or part-time associates (scheduled a minimum of 32 hours per pay period) are eligible for tuition reimbursement. Full-time associates are reimbursed a maximum of $10,000; part-time associates will receive up to 50% reimbursement of the maximum, during their career at SMMC. Employment status should remain the same for a period of 12 months following reimbursement for which assistance was given. Tuition reimbursement is for tuition, books and lab fees only.

II.Qualifying for Reimbursement

To qualify for reimbursement, the following conditions must be met:

  1. Applicants must meet employment eligibility requirements before the class begins.
  1. Associates must be enrolled in course work that will maintain or improve current skills and/or qualify them for a positionat ShawneeMissionMedicalCenter.
  1. Courses should be for a master’s degree or below.
  1. The school must be a secondary, technical, or professional school, college, or university with recognized credentials.
  1. SMMC reserves the right to determine which schools or degrees would be necessary and/or applicable to the current business needs of the MedicalCenter.
  1. Classes must result in academic credit, which can be transferred to other schools. (Classes audited, taken for no credit and professional certification, or granting only continuing education units [CEUs], do not qualify for reimbursement.)
  1. The associate must receive at least a "C" or "pass" grade (for pass/fail courses).
  1. Any current disciplinary action will be reviewed by Human Resources and the department manager prior to approval.
  1. Associates who are in leadership positions can make arrangements for additional tuition support for course work that further enhances their leadership functionby making arrangements with their manager/director and then with final approval from their area executive leader.
  1. In addition, scholarships may be available to associates wanting to pursue degrees in clinical areas. Associates may discuss additional information by talking with their manager and Human Resources.
  1. For current RNs wanting to pursue a bachelor’s degree in nursing, bridge programs are available in the Kansas City area. RNs may talk with their manager and Human Resources to learn about additional support the MedicalCentermay have available to assist in the completion of the degree.
  1. Contracted physicians are not eligible under this policy.
  1. The six-month waiting period will be waived for individuals transferring from other AHS facilities.

III.Reimbursement Process

  1. Tuition Reimbursement forms are available from Human Resources and must be received in Human Resources no later than 31 days after class begins.
  1. The completed form must have their manager’s and Human Resources’ approvals.
  1. Return a copy of the application along with the required documentation (i.e., grades, receipts and Verification of Expenses form) for reimbursement after the course has been completed. For reimbursement, receipts must be given to Human Resources within six months of completion of the course work.
  1. An itemized Verification of Expenses form (available in Human Resources) must be submitted to verify tuition and lab fees, financial aid, and textbook payments.
  1. If the associate has received any grants or scholarships for their course work, the amount reimbursed to the associate will be reduced by the amount of the grants/scholarships.
  1. Payback Arrangements

Unless staff reduction is initiated, it is understood that the associate will remain employed within SMMC for 12 months,or 24 months for leadership positions,following the completion of the class work for which he/she received educational assistance. If an associate terminates prior to the forgiveness of the assistance, then the associate must reimburse SMMC. A payment schedule will be set up with Human Resources to regularly pay for the amount still remaining.

V.Other Criteria

  1. Educational assistance amounts will be taxed, as required by law, within the tax year in which the assistance is received. The current tax code allows an associate to exclude up to $5,250 per year in non-graduate level educational assistance. Reimbursement for graduate level courses is treated as taxable income unless the graduate level course is specifically job-related.
  1. Budgetary limitations of ShawneeMissionMedicalCenter may cause refusal of tuition reimbursement.

Approved by:
Reviewed by:
Replaces:
References: / Brad Hoffman, Executive Director, Human Resources; Samuel H. Turner, Sr., President and CEO
Brad Hoffman, Executive Director, Human Resources (10-01-07 – no revisions)
HR Policy 501 dated 8-19-75, 9-17-80, 10-31-84, 12-17-87, 8-1-92, 2-11-94, 11-01-95, 1-1-98, 1-20-99, 6-2-99, 2-13-02 and 12-8-04