Tuition Benefit Policy
Loyola University Chicago offers the privilege of tuition remission to full-time, benefits eligible employees, qualified retirees, and/or their spouses, legally domiciled adults and dependent children. This policy supersedes all previous tuition remission policies at University Lakeside and Health Sciences Division (Schools of Medicine & Nursing), and eligibility is contingent on compliance with the guidelines contained herein.
The purpose of this policy is to clearly explain the responsibilities and parameters by which these benefits become available, the limits to these benefits and the conditions under which the benefits might become forfeit.
To Whom this Policy Applies
This policy applies to University Lakeside and Health Sciences Division (Schools of Medicine & Nursing), active, full- time benefits eligible employees, including staff, faculty and librarians, and qualified retirees as defined below.
Service Requirement and...
Full-time, benefits eligible faculty and staff (including those promoted from part-time to full-time) may use the employee tuition benefit at the start of the academic term that begins after they have completed one (1) year of continuous full-time, benefits eligible employment, AND may use the spouse, legally domiciled adult or dependent child tuition benefit at the start of the academic term that begins after the employee has completed one (1) year of continuous full-time, benefits eligible employment as maintained by the Department of Human Resources.
Retirees: Full-time, benefits eligible faculty and staff who retire and are age sixty (60) or more years of age and have at least ten (10) years of continuous full-time, benefits eligible service with the University at the time of retirement are eligible for the faculty & staff, spouse and dependent child tuition benefit as if the retiree were still active and working full-time at the time the benefit is applied.
Deceased Employees: Dependent children of deceased employees who had 10 or more years of continuous full-time, benefits eligible service with the University at the time of death, will be treated as though the deceased employee was still active and working full-time at the time the benefit is applied for their dependent children.
Terminating Employees: Employees who terminate from the University, either voluntary or involuntary, (or their dependents) must be mid-way through the academic term in order to be eligible for the tuition benefit. The exception to this would be employees being impacted by work force reduction (https://www.luc.edu/hr/policies/policy_workforcereduction.shtml),
Reduction in FTE: If an employee’s FTE goes below .80, they, or their dependents, are no longer eligible for the tuition benefit beyond their current academic term.
Company Transfers: When an employee transfers from Loyola University Medical Center to University Lakeside and Health Sciences Division with one or more years of continuous full-time, benefits eligible service at the time of transfer they may use the employee and dependent tuition benefit at the start of the academic term that begins after the date of transfer as maintained by the Department of Human Resources.
In addition to the "full-time, benefits eligibility" and the service requirement, eligibility for tuition benefit is premised on the student's application and admission into the desired academic program.
Admission into any academic program is never guaranteed, and competition may be intense for a limited number of available openings. The application and admission processes with their stated requirements and requisite costs are the student's responsibility, and must be complete before the employee, spouse, legally domiciled adult, and/or dependent child is eligible for any tuition benefit.
Students who are eligible and receiving an employee, spouse, legally domiciled adult or dependent child tuition benefit must remain in strict compliance with all academic, financial and financial aid policies and requirements, including but not limited to the satisfactory academic progress policy: http://www.luc.edu/academics/catalog/undergrad/reg_academicstanding.shtml
Failure to comply with stated policies and requirements will result in forfeiture of the tuition benefit for current or future terms.
None at this time
All requests for faculty graduate tuition benefits in the School of Medicine and any Ph.D. programs must be made in writing to the Office of the VP for Health Sciences (Attn: Donna Halinski). The request for use of the tuition benefit should:
- Be made well in advance of the academic term and/or application to the academic program.
- Include the endorsement of your department chair, department director and dean
- Reflect a summarized list of reasons regarding how the investment (of your time and university resources) would further your career and the work of the department or school
If your request is approved - enroll and complete tuition benefit process.
The majority of academic programs are included in the University Tuition Benefits except for these limited exceptions that are excluded below:
Faculty and Staff:
- Arrupe College
- Stritch School of Medicine
- School of Law
- Executive Education programs
- Certain executive MBA cohort-based programs
- English as Second Language Programs (ESL)
- No Limited Enrollment or Cohort Based Programs
- *Continuum Programs (non credit, fee based programs)
- Any program that is not conferred at Loyola University Chicago.
- *Non Credit Certification Programs
*Certain certificates are covered only if the program charges tuition by the credit hour, are billed through LOCUS and follow the other aforementioned requirements. If the courses are taught by the Continuum program or are fee based and DO NOT CHARGE TUITION, the program will not be covered by the tuition benefit. Please contact your program directly prior to enrollment to clarify the course structure and how the course is billed.
Dependents of Faculty and Staff:
- Arrupe College
- All graduate and professional academic programs (excluded)
- Executive Education (excluded)
- Non Credit; Certificate Programs (excluded)
Additional Exclusions Include:
- Program Deposits
- Technology, instructional and any other fees associated with courses taken
- Room and Board
- Any other charges bill outside of the rate of tuition
Almost all undergraduate and some certificate programs are covered under the employee tuition benefit program. Exclusions, enrollment caps or specialized application procedures will be determined by the Chief Academic Officer.
- The Employee Tuition Benefit pays 100% of tuition for eligible employees taking undergraduate or eligible certificate courses.
- At no time will the tuition benefit apply to more than three courses per semester (9 semester hours) or two courses per quarter (8 quarter hours).
The Educational Assistance Policy will allow eligible faculty and staff the ability to use the tuition benefit for all academic semesters/quarters which include J-Term and all summer sessions.
For exclusions please refer to the Benefit Coverage Exclusion section.
- Most graduate and professional programs (see the exclusion information above) are covered under the graduate employee tuition program. They are specialized courses of study and require a special time commitment from the faculty and staff member in the advancement of their career and reflect a significant investment by the university in the faculty or staff member.
- Exclusions, enrollment caps, or specialized application procedures will be determined by the Chief Academic Officer and posted annually in this policy. For exclusions please refer to the Benefit Coverage Exclusion section.
- The graduate employee tuition program pays 100% of tuition for eligible employees taking graduate and professional program courses.
- At no time will the graduate tuition benefit apply to more than two courses per semester (8 semester hours) or two courses per quarter (8 quarter hours).
- The Educational Assistance Policy will allow eligible faculty and staff the ability to use the tuition benefit for all academic semesters/quarters which include J-Term and all summer sessions.
- Graduate Tuition Benefit is Taxable, please refer to "Guidelines: application Procedures & General Information" below for more information.
Almost all undergraduate courses or programs are covered under the employee tuition benefit program. Exclusions, enrollment caps or specialized application procedures will be determined by the Chief Academic Officer and posted annually in this policy. For exclusions, please refer to the Benefit Coverage Exclusion section.
- The spouse, legally domiciled adult and dependent child tuition benefit pays 90% of undergraduate tuition (including Rome Center tuition and other selected Study Abroad Programs) of full time benefits eligible employees, retirees and deceased employees. Note the benefit covers tuition only and does not include student activity or instructional fees; room and board or other expenses.
- The Educational Assistance Policy will allow the dependents of eligible faculty and staff the ability to use the tuition benefit for all academic semesters/quarters which include J-Term and all summer sessions.
Dependents are only eligible to receive the tuition benefit for undergrad courses and programs. Dependent children, spouses or LDA’s are not eligible for the tuition benefit for graduate programs. Eligible dependents are able to receive the benefit for the Summer Scholars Program, Summer Semesters (all sessions), Fall, J-Term, Spring and approved study abroad programs. All dependents are subject to approval and eligibility prior to receiving the tuition benefit. No verification from Human Resources is required for participation one the eligibility has been approved.
The FACHEX program has its own application procedures separate from Loyola University Chicago. The application process including deadlines and qualifications can vary by university. The number of FACHEX spaces is limited at each institution and can be very competitive. As a result, there are no guarantees to employees that they will be able to utilize the FACHEX benefit at the institution of their choice. It's recommended that employees and their dependents apply for the FACHEX program of their choice by their dependent child(ren) 1st semester of their Senior year of high school. High school dependents of eligible retirees can participate in the FACHEX program as well.
FACHEX participants are also subject to the guidelines of the FACHEX program in addition to the guidelines set forth by Loyola University Chicago tuition benefit policy. For more information, please visit the Faculty and Staff Children Exchange (FACHEX) program or contact the FACHEX coordinator Daniel Matamoros for more information 773.508.7704 or firstname.lastname@example.org.
The undergraduate tuition benefit is non-taxable for spouses. An employee may enroll one adult, either a spouse or one LDA in their benefits. At no time shall the benefit be applied to more than one LDA. If you are not currently approved to carry a Spouse or LDA on your benefits, you are required to submit an application and supporting documentation. All dependent requests are subject to approval and eligibility requirements. Please note that any LDA tuition benefit received is taxable and imputed as income for the employee. Human Resources will add the value of the benefit to the employee's bi-weekly or monthly pay and the employee will be taxed on that amount.
*Loyola University's definition of dependent child, legally domiciled adult and spouse follows the guidelines set forth by the Internal Revenue Service. A dependent child is no longer eligible for the tuition benefit once they turn the age of 24.
The student will pay a co-pay per each academic term towards tuition if the student is enrolled. This co-pay will apply to all semesters including J-term and all Summer Sessions. Each summer session is subject to their own co-pay.
Note: Beginning July 1, 2017 the co-pay will be 10% of the full tuition cost.
FACHEX is an acronym for Faculty and Staff Children Exchange Program. It is an undergraduate tuition remission program for children of full-time, benefits eligible faculty and staff of the participating institutions.
- It permits dependent children of full-time, benefits eligible faculty and staff an opportunity to receive the same tuition benefit offered at 25 of the 28 Association of Jesuit Colleges and Universities
- Details, benefits and application procedures vary by college and university. See information on the FACHEX programs which are available and updated at www.luc.edu/finaid/fachex.shtml
In order to maintain eligibility for the benefit, it is the employee's responsibility to comply with all the guidelines and deadlines explained in this document.
Financial Aid Application and Process
All employees or their dependents who are or may be admitted at least half-time in a degree-granting program and who wish to use tuition benefit must complete and file the key financial aid form called the Free Application for Federal Student Aid (FAFSA) with the Department of Education and must complete the entire financial aid process, including all required documentation and signatures before the academic term for which they are seeking the benefit but typically in the spring semester prior to each academic year.
- In addition, the student must renew the FAFSA by March of each year for the upcoming academic year as long as they participate in the Educational Assistance Program. The Free Application for Federal Student Aid (FAFSA) form is available online at www.fafsa.ed.gov or from the Office of Student Financial Aid. Note: Employees and/or their dependents must comply with all of the posted deadlines that pertain to filing financial aid forms. Failure to turn in forms before the latest deadline prior to beginning of the academic term for which tuition benefit is requested will result in the forfeiture of the tuition benefit for that term. Completing the FAFSA does not obligate Faculty, Staff or their eligible dependents to accept any federal aid, grants or student loans they may qualify for as a result of their application.
Tuition Benefit Process
The process for determining eligibility for the employee and dependent tuition benefit is automated, meaning that there is not a form to submit to Human Resources for each academic term you or your dependents are enrolled. However, so that eligibility for the dependent tuition benefit can be determined it is the responsibility of the employee to ensure that Human Resources has the correct dependent information on file, including the full legal name, date of birth and social security number of all eligible dependents.
- An employee can add, edit or view their dependent information online through the Employee Self Service application.
- Failure to provide Human Resources with correct dependent information in a timely fashion will result in the forfeiture of the tuition benefit for that academic term.
- Employees and their dependents who do not possess a Social Security Number but are eligible to receive the benefit should contact Human Resources directly.
Fees and Payments
This benefit applies to tuition only. The employee is responsible for all fees (i.e., room, board, late fees, activity fees, online course fees, etc.), program deposits and co-pays. Payment must be made, in full or via acceptable payment arrangements made through the Bursar's Office, by the payment deadlines established by the Bursar for the term in question. Failure to make timely payments or negotiate a satisfactory repayment schedule with the Bursar's office on the schedule posted by the Bursar's Office, will result in the forfeiture of the tuition benefit for one or more future academic terms.
Those eligible who take advantage of the tuition benefit must comply with all posted deadlines pertaining to application, registration, fee payments, financial aid, and comply with the tuition benefit process, as stated by Human Resources. If a deadline is missed or dependent information is not provided to Human Resources in a timely fashion or an outstanding balance is unpaid, the tuition benefit can be forfeited for the current term and, if an employee's failure to meet deadlines continues to be an ongoing problem, payment of the benefit will be suspended for future terms.
When a Class May be Taken?
Employees may take classes outside of their normal work schedule. Any exception to this rule is a very rare exception and must have a written endorsement by the supervisor that includes the agreed arrangements to make up all missed time and work and a signed authorization by the appropriate Vice President or Provost.
Graduate Tuition Benefit is Taxable
Federal law currently makes graduate tuition benefit provided in excess of $5,250 in a calendar year subject to federal and state income tax, as well as social security withholdings.
- Graduate tuition benefit received in excess of $5,250 in a calendar year is imputed as income and taxed based on current income tax tables and tax bracket.
- Additional tax withholdings for this taxable tuition benefit will be taken from paychecks during the course of the academic term for which tuition benefits apply.
- The University cannot provide tax advice or counsel, so faculty and staff should consult with their personal tax advisor. Employees may seek a course specific tax exemption under narrow IRS rules for education related to your current duties and responsibilities.
- Information on “qualified educational expenses” can be found on the Internal Revenue Service website, see IRS Publication 970 on Tax Benefits for Education at: http://www.irs.gov/publications/p970/
Undergraduate Tuition Benefit is non-taxable
Federal law currently considers the employee, spouse or dependent child undergraduate tuition benefit as a *non-taxable benefit at educational institutions as defined by the Internal Revenue Code.
*Please note, any LDA tuition benefit received is taxable and imputed as income for the employee. Human Resources will add the value of the benefit to the employee's bi-weekly or monthly pay and the employee will be taxed on that amount.
Related Documents and Web Links:
- Up to date list of Academic Program Exclusions or Special Application Procedures are found within this policy under Program Exclusions: https://www.luc.edu/hr/policies/tuition/.
- Up to Date list of Financial Aid, Tuition Benefit and Payment Deadlines can be found at www.luc.edu/bursar or www.luc.edu/finaid
- Financial Aid Forms on-line at http://www.fafsa.ed.gov/
- Undergraduate Admissions admission information and processes www.luc.edu/undergrad
- Graduate and Professional programs admission information and processes at www.luc.edu/gpem
- Academic Progress policy on-line at www.luc.edu/finaid/aid-process/responsibilities/academic-progress/
- Tuition Exchange program at Jesuit Institutions (FACHEX) on-line at www.luc.edu/finaid/fachex.shtml
Rev: 10/07, 9/08, 4/09, 06/09, 10/10, 02/11, 10/11, 12/16, 5/18, 06/18, 12/18