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UPMC
Subject: Tuition Assistance Program for Staff Members
Date: 08/01/14
I PROGRAM
UPMC provides an educational assistance benefit to eligible UPMC staff members for
professional and career development. The benefit is offered as a reimbursement or advancement
depending upon the program and provider involved.
II ELIGIBLE STAFF MEMBERS
A. Job Status
1. Eligible staff members include those UPMC employees classified as regular full-time,
flex full-time, job-share, and regular part-time.
2. Physicians and staff members covered by a collective bargaining agreement must refer to
the terms of their contract to determine eligibility. Groups not eligible for the UPMC
Tuition Assistance benefit include, but are not limited to, staff at: Carrillo Steam Plant,
Ladies Hospital Aid Society, UPP faculty and staff dually employed with UPMC and the
University of Pittsburgh, and St. Margaret IUOE Local 95-95A.
3. Staff members are eligible immediately upon employment in an eligible job class
provided the school term or course date begins on or after the employment date.
4. In the event of position elimination, tuition assistance will be granted for courses that
have already begun for the semester during which employment termination occurs and
when all other requirements of these guidelines have been met.
B. Mid-Semester Internal Job Transfers
Staff members who transfer internally during the school term may be eligible for tuition
assistance for that current term. Eligible courses must begin prior to the effective date of
transfer. The assistance level is determined by the job status at the start of the term.
1. Eligible mid-semester transfers include transfers:
from a business unit covered under these guidelines to a business unit not covered, or
from an eligible full-time job status (e.g. regular full-time, flex full-time) to an
eligible part-time job status (e.g. regular part-time, job share) or vice versa.
2. Ineligible mid-semester transfers include transfers:
from a business unit not covered under these guidelines to a business unit covered, or
from an eligible job status (e.g. regular full-time, flex full-time, regular part-time, job
share) to an ineligible job status (e.g. limited part-time, casual, temporary,
terminated).
III EDUCATIONAL PROGRAMS
A. The intent of the UPMC Tuition Assistance Program is to assist staff with education expenses
for subjects that are mutually beneficial for the staff member and UPMC. Eligible courses
and majors must provide knowledge and skills directly related to a UPMC budgeted position.
All courses and majors are subject to review for appropriateness.
B. Courses taken must be offered by a post secondary/post high school accredited institution of
learning (college, university, business or trade school) that is recognized by the United States
Department of Education or is a proprietary school affiliated with UPMC.
2
C. Eligible programs include:
associate’s, bachelor’s, master’s, and doctorate degree programs
correspondence courses, external degree programs, independent study courses, on-line,
and distance learning
College Level Examination Program (CLEP) exams and challenge exams
courses intended to prepare a staff member for taking a certification exam provided they
are offered at an accredited institution (as described in Section III, Item B above) and are
preparing for an exam that is eligible under these guidelines
the cost of certification examinations and/or cost of recertification leading to recognized
certification in a health care specialty (e.g. oncology nursing certification, critical care
nursing, trauma nursing, emergency nurse certification, advanced cardiac life support, or
diabetes educator), or professional certification used in the administration of health care
(e.g. CPA), or the Test of General Educational Development (GED)
non-degree and non-credit courses provided that they are eligible under these guidelines
D. Ineligible programs and fees include but are not limited to:
college entrance exams
board exams, initial and periodic renewal fees, license and renewal license fees, or
organization and club membership fees
application fees, registration renewals, or maintenance fees for recognized certifications
group membership fees
continuing education seminars and conferences that provide continuing education units or
professional development units, but not academic credit
courses and seminars required for the staff member’s current position
audited courses
courses and majors not directly related to a UPMC budgeted position
IV TUITION ASSISTANCE AMOUNT
Tuition assistance is provided as a percentage of the student’s actual out-of-pocket tuition
expense up to an academic year maximum.
A. The assistance percentage is based on the school the staff member attends.
100% if attending the University of Pittsburgh, a community college, a UPMC
proprietary school, or completing a certification exam
50% at other accredited institutions (including vocational/technical programs)
B. Academic year maximums are based on the staff member’s job status. The academic year is
the 12-month period August 1 through July 31. Generally, it starts with the fall semester,
continues through the spring semester, and finishes with the summer semester. The start date
of a class determines its academic year.
The academic year maximums are up to:
$5,000 for full-time and flex-full time staff
$2,500 regular part-time and job-share staff
C. The tuition assistance benefit is limited to the staff member’s actual out-of-pocket tuition
costs only and does not cover any other fees associated with taking classes, such as
technology fees, administrative fees, books, room and board, supplies, etc.
D. Any non-repayable tuition assistance received from third party sources (e.g. grants,
scholarships, and tuition assistance through a spouse’s employer) offsets the tuition assistance
provided by UPMC. It is the staff member’s responsibility to report non-repayable amounts
3
received to the Employee Service Center. Repayable tuition assistance (e.g. loans) is not
factored into tuition assistance received. Any eligible tuition discounts are applied before the
reimbursement percentage.
V SUCCESSFUL COURSE COMPLETION
A. Tuition assistance will be provided only for courses completed with a grade of “C” or better.
B. A “P” or “S” grade for pass-fail basis courses is considered the equivalent of a “C” grade.
VI TUITION ADVANCEMENT
Tuition advancement provides UPMC staff members with the ability to have the eligible tuition
assistance benefit paid directly to the school at the beginning of the term.
A. UPMC provides tuition advancement benefits for staff members enrolled in courses at the
University of Pittsburgh, the Community College of Allegheny County (CCAC), UPMC
proprietary schools, Carlow University (including CAP/Weekend program), and Chatham
University.
B. Tuition advancement is available for credit courses only.
C. Application procedure:
1. At the beginning of each term, print a new Staff Member Tuition Assistance Request
Form from the UPMC Infonet at http://infonet.upmc.com/tuition.
2. The completed Tuition Assistance Request Form, a class schedule, and an itemized
invoice must be submitted no later than 30 days after the class start date. Forms received
after 30 days will only be eligible to receive tuition reimbursement. Documentation must
include the student’s pre-printed name, school, and term.
3. Once the advancement is approved, an Advancement Letter is mailed to the staff member
within 3 to 5 business days.
4. The staff member must sign and present the Advancement Letter to the student
account/billing office at their institution within 10 days of receipt.
5. The school will credit the student’s account and bill UPMC for the amount of the
advancement. Any additional amounts levied by the school (books, fees, remainder of
tuition, etc) are the staff member’s responsibility to pay directly to the school.
6. Following the conclusion of the term, the school provides a grade report to UPMC.
For successfully completed courses, appropriate taxes (currently includes state and
local) are deducted from the staff member’s pay.
For courses not successfully completed, repayment occurs by payroll deduction. The
amount to be repaid will be calculated based on the benefit received and the portion
of the total credits not completed successfully.
For incomplete courses or student accounts in a lock or hold status, it is the staff
member’s responsibility to supply the grade report within six (6) months of the class
end else payment occurs by payroll deduction.
D. Staff members are not eligible to utilize tuition assistance while in repayment status.
VII TUITION REIMBURSEMENT
With tuition reimbursement, staff members pay for classes directly to their school at the
beginning of the semester and then request reimbursement of eligible out-of-pocket tuition
expenses from UPMC after the completion of the term.
A. Reimbursement is available for any school or course eligible under these guidelines.
4
B. Application procedure:
1. At the end of each term, print a new Staff Member Tuition Assistance Request Form
from the UPMC Infonet at http://infonet.upmc.com/tuition.
2. The completed Tuition Assistance Request Form, an itemized invoice, proof of payment,
proof of successful completion (grade report or exam result) must be submitted no later
than 6 months after the class end date. Documentation must include the student’s pre-
printed name, school, and term.
3. Once the reimbursement is approved, a notification letter is mailed to the staff member.
4. Reimbursement amounts are included in the staff member’s regularly scheduled pay
approximately 4 – 6 weeks after the Employee Service Center receives all the necessary
documentation. Appropriate taxes are deducted from the reimbursement (currently
includes state and local).
5. Reimbursement will be provided for courses completed successfully. In cases where a
course is not completed successfully (e.g. below a “C” grade, incomplete, withdrawal),
the eligible benefit amount is calculated based on the percentage of credits completed
successfully in relation to the total credits taken in that term.
C. Staff members are not eligible to utilize tuition assistance while in repayment status.
VIII PRE-ELIGIBILITY VERIFICATION
A. Staff members who want to obtain general verification of eligibility prior to the start of a term
may print a Tuition Assistance Eligibility Verification Form from the UPMC Infonet at
http://infonet.upmc.com/tuition and submit it to the UPMC Employee Service Center. The
form will be reviewed and a response concerning the eligibility will be mailed to the staff
member within four weeks.
B. Verification is based on the staff member’s self-reported information and is not a guarantee
of payment. A review of the actual documentation and specific information of the actual
advancement or reimbursement submission will determine exact eligible payment amounts as
additional criteria are reviewed at that time including: successful completion, available
maximum, employee’s job status, timely submission, proof of payment, and non-repayable
third party payments.
C. Completion of a Tuition Assistance Eligibility Verification Form is not required to qualify for
the tuition assistance benefit.
IX PRE-EXISTING BENEFIT OPTIONS
A. Western Psychiatric Institute and Clinic, Falk Clinic, Pittsburgh Cancer Institute, and
Mathilda H. Theiss Health Center staff members who transferred to the UPMC payroll and
who elected to remain with the University of Pittsburgh tuition plan (the “Pitt Option”) at the
time of transfer or during the open enrollment in April 1992 may receive benefits according
to the guidelines below. The University of Pittsburgh tuition plan is not available to staff
members from these institutions that were hired after May 2, 1992.
1. Staff members who chose to remain in the Pitt Option plan are subject to University of
Pittsburgh policies and any changes relating to that benefit.
2. Staff members in the Pitt Option plan must submit a Tuition Assistance Request Form –
Pitt Option for themselves, their spouses, or their dependents to the Employee Service
Center – Tuition Assistance for processing.
3. Specific guidelines describing credit limits, dependent eligibility, and procedures for
applying for tuition assistance under the Pitt Option plan are available from the Employee
Service Center – Tuition Assistance.
5
4. Effective May 1, 2007, staff who voluntarily or involuntarily terminate employment
permanently lose eligibility for the pre-existing benefit option at the time of termination.
Staff who involuntarily terminate employment due to reduction in force and return to
active job status within 90 days of termination will have the pre-existing benefit option
reinstated. Staff who lost their pre-existing benefit option under prior guidelines in effect
before May 1, 2007, and would have retained their benefits under these new guidelines,
will not have their pre-existing benefit option reinstated.
X EMPLOYMENT COMMITMENT
Staff members receiving tuition assistance are expected to remain in a tuition eligible
employment status for 12 months following the completion of the course in which tuition
assistance was provided. Staff who do not remain in an eligible status are required to repay any
disqualified tuition assistance received.
A. An ineligible employment status occurs when:
employment terminates (with the exception of position elimination, reduction in force,
divestiture, disability, or Graduate Medical Education Residents or Fellows), or
job status changes to limited part-time, casual, or temporary
B. At the time of ineligibility, repayment is required for all courses completed within the 12
months prior to the date of ineligibility.
C. Repayment will be deducted from the staff member’s pay (including vested paid time off
payout) and any remaining balance must be paid directly to UPMC. The terminating staff
member should contact the UPMC Employee Service Center to arrange for repayment.
D. If a staff member repays tuition assistance, and returns to an eligible employment status
within one year, the repayment amount is refunded to the staff member. The refund occurs
after the staff member remains in an eligible employment status for a period of time equal to
the balance of time needed to meet the 12-month employment commitment prior to
termination (minimum of 90 days). The staff member must notify the UPMC Employee
Service Center when they have met this requirement.
XI OTHER
A. A change in a staff member’s working hours to accommodate course scheduling requires
approval of the staff member’s department head or clinical director.
B. General information on other financial aid opportunities and tuition deferral programs at
educational institutions is available from the Employee Assistance Program staff or in the
Employee Assistance Program section of UPMC Infonet and directly from your school.
C. In the event that these guidelines are inconsistent with the provisions of a collective
bargaining agreement, the collective bargaining agreement provisions apply.
D. In cases where credit hours are not utilized by a school, 15 hours of instruction is equivalent
to one credit.
E. The Plan may recover from you any excess amount reimbursed to you or advanced on your
behalf. Future benefits will be paid according to the tuition guidelines, and may be offset by
prior overpayment. If you are unsure of your eligible tuition amount, you should contact the
UPMC Employee Service Center for verification.
F. Questions about the UPMC Tuition Assistance benefit should be directed to the UPMC
Employee Service Center at 1-800-994-2752, option 3.
6
XII APPEAL PROCESS
The Employee Service Center has the initial authority to determine whether an individual is
eligible to participate and the amount of benefits that are payable. Even though it does not
happen often, occasionally questions arise. If a staff member does not agree with a benefit
eligibility or assistance amount determination, the staff member should contact the UPMC
Employee Service Center to discuss. In most cases, issues are resolved quickly by the Employee
Service Center. However, if the staff member still feels the issue is unresolved, there is a written
appeal process in place. Refer to the Appeals section of the UPMC Welfare Summary Plan
Description for details to submit a written appeal.
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CDON/LTC Certified Director of Nursing in Long Term
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CFCN Certified Foot Care Nurse Wound, Ostomy, and Continence Nursing Certification Board
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CGRN Certified gastroenterology registered nurse American Board of Certification for Gastroenterology Nurses
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CHFN Certified Heart Failure Nurse
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http://www.heartfailurecertification.com/home.php
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CHRN Certified Hyperbaric Registered Nurse Baromedical Nurses Association (BNA)and the National Board of Diving & Hyperbaric Medical Technology
http://www.nbdhmt.org/chrn.html
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CIC Certified infection control Certification Board of Infection Control and Epidemiology
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CLC Certified Lactation Counselors Academy of Lactation Policy and Practice http://www.talpp.org/certification.htm
CIMI Certified Infant Massage Instructor National Certification Board for Therapeutic Massage and Bodywork
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CMC Cardiac Medicine Certified American Association of Critical Care Nurses http://www.aacn.org/DM/MainPages/CertificationHome.aspx
CMCN Certified Managed Care Nurse American Board of Managed Care Nursing http://www.abmcn.org/
CMQ/OE Certified Manager of Quality/Organizational Excellence
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UPMC “My Nursing Career” UPMC Approved Nursing Certifications
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** If you would like to have a certification not appearing on this list vetted for inclusion, please email: [email protected]
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UPMC “My Nursing Career” UPMC Approved Nursing Certifications
Last updated: October 2014
** If you would like to have a certification not appearing on this list vetted for inclusion, please email: [email protected]
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6 | Page October /2014
UPMC “My Nursing Career” UPMC Approved Nursing Certifications
Last updated: October 2014
** If you would like to have a certification not appearing on this list vetted for inclusion, please email: [email protected]
Certification Credentials Awarded
Full Name Offered by: Website
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7 | Page October /2014
UPMC “My Nursing Career” UPMC Approved Nursing Certifications
Last updated: October 2014
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Full Name Offered by: Website
PgMP Program Management Professional Project Management Institute http://www.pmi.org/certification.aspx
PMHCNS-BC Psychiatric & Mental Health Clinical Nurse
Specialist
American Nurse Credentialing Center http://www.nursecredentialing.org/
PMI-RMP PMI Risk Management Professional
Project Management Institute http://www.pmi.org/certification.aspx
PMP Project Management Professional Project Management Institute http://www.pmi.org/certification.aspx
RAC-CT Resident Assessment Coordinator-Certified American Association of Nurse Assessment Coordinators
http://www.aanac.org
RCES Registered Cardiac Electrophysiology Specialist
Cardiovascular Credentialing International http://www.cci-online.org
RCIS Registered Cardiovascular Invasive Specialist Cardiovascular Credentialing International http://www.cci-online.org
RN-BC
Registered Nurse, Board Certified RN-BC are the official ANCC credentials for the below specialties:
Ambulatory Nursing
Cardiac-Vascular Nursing
Case Management Nursing
Gerontological Nursing
Informatics Nursing
Medical-Surgical
Nursing Case Management
Nursing Professional Development
Pain Management
Pediatric Nursing
Psychiatric and Mental Health Retired ANCC Certifications (The exams have been retired, but certifications can be renewed if professional development and practice hour requirements have been met. Testing is not an option for this certification renewal)
American Nurse Credentialing Center
http://www.nursecredentialing.org/
8 | Page October /2014
UPMC “My Nursing Career” UPMC Approved Nursing Certifications
Last updated: October 2014
** If you would like to have a certification not appearing on this list vetted for inclusion, please email: [email protected]
Certification Credentials Awarded
Full Name Offered by: Website
Cardiac Rehabilitation Nursing
Certified Vascular Nurse
College Health Nursing
Community Health Nursing
Diabetes Management - Advanced
General Practice Nursing
High-Risk Perinatal
Home Health Nursing
Maternal-Child Nursing
Perinatal Nursing
School Nursing
RN-CLTC RN in Long Term Care Certification American Association for Long Term Care Nursing (AALTCN)
http://www.ltcnursing.org/education/certificationprograms.html
RNC-OB RNC –MNN RNC-LRN RNC - NIC
Inpatient Obstetrical Nursing Maternal Newborn Nursing Low Risk Neonatal Nursing Neonatal Intensive Care Nursing
National Certification Corporation http://www.nccwebsite.org/Certification-maintenance/default.aspx
SANE-A SANE-P
Sexual Assault Nurse Examiner - Adult/Adolescent Sexual Assault Nurse Examiner - Pediatric
International Association of Forensic Nurses http://www.iafn.org/displaycommon.cfm?an=4
SCRN Stroke Certified Registered Nurse American Board of Neuroscience Nursing (ABNN)
http://www.abnncertification.org/content/about-the-scrn-credential.html
SD-CLTC Staff Development Specialist in LTC Certification
American Association for Long Term Care Nursing (AALTCN)
http://www.ltcnursing.org/education/certificationprograms.html
VA-BC Vascular Access Board Certified Vascular Access Certification Corporation (VACC) http://www.avainfo.org
WCC Wound Care Certified National Alliance of Wound Care http://www.nawccb.org