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Frequently Asked Questions about Tuition Remission

General

1. I am a part time faculty employee and tuition remission has not been applied for the term. What do I need to do?

Please complete a tuition remission application and have the appropriate approval signature from your Dept. head/VP/Dean. You can find this form at www.uc.edu/hr/forms under “T”.  Once the form is completed you can send it through internal mail to the Human Resources Department at mail location 0039, drop it off in Suite 340 in the University Hall building, or fax it to 556-9652. The HR website has more general information on tuition remission.

2. My tuition remission has not been applied and I now have late fees.

Please contact the Human Resources Department at 513-556-6381.

3. I’m an employee and enrolled in classes late but my tuition remission didn’t apply.  What do I do?

If you enroll in classes after the scheduled enrollment date tuition remission will not automatically apply.  You will need to contact the Human Resources Department to facilitate the application of tuition remission.

4. I’ve been told by One Stop that my tuition remission has an end date.

Based upon the type of approval you received, an end date may have been added to your account.  This date has to be manually removed.  Please contact the Human Resources Department at 513-556-6381.

5. The rule states that remission is only available for graded courses.  What is a graded course?

A graded course is one that results in a grade mark on your transcript.  This includes "W," "I," and "NG."  For the complete list of undergraduate and graduate grade marks, consult the Registrar's Office Web site at www.uc.edu/registrar/grading_scale.html.  Effective September 1, 2008, tuition remission is available for all graded courses except audited courses ("T" or "F" grade).

6.  What is the definition of "attempted hours"?

"Attempted hours" are the credit hours for any class in which a student enrolled yet did not "drop" (i.e., cancel enrollment without grade liability) by the established deadline for that term. 

Students who attempted credit hours that were not paid for through tuition remission must visit the One Stop Student Services Center (University Pavilion, 2nd Floor) to request a review of the funding for their attempted credit hours.  That review may result (not guaranteed) in an adjustment of the number of tuition remission credit hours remaining to the student.  It is the student's responsibility to initiate this review through the One Stop Student Services Center.

7. Can tuition remission be applied to external study?

Yes.  Effective autumn term 2008-2009, students eligible for tuition remission at UC can apply tuition remission to the instructional fee for external study, such as Study Abroad, the Academic Consortium (including Domestic Exchange) and the Financial Aid Consortium, if certain requirements are met.  The HR website has more general information on tuition remission.

8.  What is the maximum number of credit hours available to dependents under UC’s Tuition Remission program?

The maximum number of attempted credits (attempted hours include withdrawals, incompletes, failures, any class paid for by tuition remission, etc.), as defined by the Registrar, at the undergraduate level to which full tuition remission benefits may be applied is 144 credit hours. In cases where the minimum number of credit hours required to complete a program is greater than 144 credit hours, tuition remission will cover the minimum number of credit hours required.

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Employee Eligibility

1. How can I enroll for tuition remission?

Once the employee, spouse or dependent has been determined eligible for the benefit, the tuition remission process begins with an application form that can be found at www.uc.edu/hr/forms under the letter “T”.  The form includes instructions for employees, spouses and dependents.  Submit the completed form to the Human Resources Department at 51 Goodman Drive, Cincinnati, Ohio  45221 or internal mail location 0039.  If you are applying for a dependent child, you will need to provide proof of dependent status.  Usually, employees submit the last IRS tax form submitted as proof of dependent status because the tax form will list the son/daughter as an IRS dependent.  In cases where the tax form is not available, the employee may complete an affidavit also found at www.uc.edu/hr/forms under tuition remission.  Once your information has been entered into the tuition remission system through Human Resources, the student may enroll for classes through One Stop.  If you have submitted the required documentation and the tuition remission has not been deducted from your student bill, please call 513-556-6381 and a representative within the Human Resources Department will check the status of your tuition remission application.

2. What is considered a full-time employee for purposes of tuition remission?

An employee working 80-100% is considered full-time for tuition remission purposes.

3. I'm a full-time employee and would like to take more than 6 credit hours in a term.  Can I do this?

Tuition remission will only cover the cost of 6 credit hours per term for a full-time employee and you would pay for the remaining credit hour(s).  However, if you are in a clearly defined degree program (i.e. one that concludes with a degree or certificate) and you receive approval from your vice president, tuition remission will cover the cost of all credit hours.

4. I'm a full-time employee in a clearly defined degree program and would like to take more than 6 hours in a term.  What form do I use to get the needed approval from my vice president?

Use the "Tuition Remission Application" form available on the HR Web site.  Note:  Per University rule 30-13-07, the required signature is a vice president (or higher).

5. If I live out-of-state, how do I know if I or my dependent is eligible to apply for a Reciprocity or Metropolitan Rate?  If approved for a Metropolitan Rate, do I pay the rate’s surcharge?

Students who are residents of certain counties in Kentucky and Indiana and who are admitted to specific programs are eligible to apply for either the Reciprocity agreement or the Metropolitan agreement.  For details, visit: http://www.uc.edu/registrar.

Tuition remission will cover the equivalent of in-state tuition. Students are responsible for payment of the metropolitan rate surcharge.

6. Is an employee charged for dropping a course?

No. Employees should not be charged for dropping a course.  If an employee does receive a charge for dropping a course, please email HRONESTOP to request removal of the fees.  Please include the employee's "M" number.  However, receiving a grade of "W" may adversely impact the student's standing in terms of standards for satisfactory academic progress.

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Spouse, Domestic Partner, Dependent Eligibility

1. I am a current UC employee and have a dependent that will be a new student starting this autumn. What do I need to do to make sure they are set up to receive tuition remission?

For your dependent to receive tuition remission you need to complete a tuition remission application. You can find this form at www.uc.edu/hr/forms under “T”.  Once the form is completed you can send it through internal mail to the Human Resources Department at mail location 0039, drop it off in Suite 340 in the University Hall building, or fax it to 513-556-9652.  For more general information on tuition remission please visit http://www.uc.edu/hr/benefits/tuition_remission.html

If you need information regarding actual admission into the University contact Admissions at 513-556-1100 or visit their web page at http://www.admission.uc.edu

2. How do I apply for Tuition Remission for my child and when? Do I qualify?

Refer to the Tuition Remission Eligibility Chart at http://www.uc.edu/hr/benefits/tuition_remission.html to determine your eligibility. Also refer to HR Forms at www.uc.edu/hr/forms. You must submit the appropriate form with the proper signatures when scheduling classes.

3. I am a part-time employee.  Is my spouse (or domestic partner or dependent) eligible for tuition remission?

Tuition remission for spouses, domestic partners, and dependents is only available to full-time equivalent employees (80-100%).

4. What types of fees are not considered "the instructional fee portion of the bill" and thus not covered by tuition remission for spouses, domestic partners, and dependents?

Several examples of fees that are not considered "the instructional fee portion of the bill" are: the Campus Life Fee, the ITIE (technology) fee, and the General Fee.  There may be other fees that are not considered "the instructional fee portion of the bill" in addition to the cited examples.

5. How will a dependent, spouse, or domestic partner know the number of attempted credit hours they have accumulated at the undergraduate level?

A tuition remission eligible dependent, spouse, or domestic partner can click on a link located on their bill screen to check their accumulated attempted credit hours, or can always inquire at the One Stop Student Services Center.  A student who attempted credit hours that were not paid for through tuition remission must visit the One Stop Student Services Center (University Pavilion, 2nd floor) to request a review of the funding for their attempted credit hours.  That review may result (not guaranteed) in an adjustment of the number of tuition remission credit hours remaining to the student.  It is the student's responsibility to initiate this review through the One Stop Student Services Center.

6. Does a dependent have to pay for a dropped course?

A dependent must follow the university's drop add schedule, which may include paying for the dropped course.

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Limitations

1. How many credit hours of tuition remission are Post Doctoral Fellows eligible per quarter/term?

Post Doctoral Fellows are eligible for 3 credit hours per term. Their spouse, domestic partner or unmarried dependents are not eligible for tuition remission.

2. The rule states that the tuition remission benefit may be suspended if the recipient fails to maintain satisfactory progress.  How will satisfactory progress be measured?

Beginning with autumn 2008, tuition remission will be measured to determine appropriate progress toward degree completion and reasonable use of remission benefits.  General guidelines are noted below and detailed information is available at: www.financialaid.uc.edu.

For more information in satisfactory progress refer to the Financial Aid website.

3. When will satisfactory progress for purposes of the tuition remission benefit be evaluated?

Refer to www.financialaid.uc.edu.

4. If the tuition remission benefit is suspended for one member of the family (i.e. a dependent of the employee), is it suspended for the employee or other eligible family members?

No, progress is measured individually. Therefore, remission is only suspended for the individual failing to maintain satisfactory progress.

5. How will I know if this benefit is suspended due to failure to maintain satisfactory progress?

An email notification will be sent by Human Resources to the student whose benefit is suspended. The notification will also outline steps the student can take to restore his/her eligibility.

6. If the tuition remission benefit is suspended due to failure to maintain satisfactory progress, is there any recourse?

There is an appeals process that can be initiated through Human Resources. Appeals should be limited to situations in which the student can show extraordinary circumstances that impact his/her academic performance.

Review "Tuition Remission Satisfactory Progress Reinstatement Procedures" at www.financialaid.uc.edu for more detailed information.

7. How is the benefit reestablished if suspended due to failure to maintain satisfactory progress?

Review the "Tuition Remission Satisfactory Progress Reinstatement Procedures" at www.financialaid.uc.edu for detailed information.

8. What information are you seeking on the Tuition Remission Appeal Form for extenuating circumstances?

Extenuating circumstances are unexpected, significantly disruptive events beyond a student's control, which have affected the student's academic performance.  An example is a serious or emergency medical condition that occurs during an academic term and that can be verified with a physician's statement.

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144  Credit Hour Limitation (Calculated for Semesters)

1. There has been an error in determining the number of credits I have attempted while receiving tuition remission. I have not received tuition remission for 144 credit hours.  I have only been remission eligible since 2009. What can I do to get this corrected and tuition remission applied to my account?

Please request a review of your records with One Stop. You can contact One Stop at 513-556-1000 or email them at onestop@uc.edu.  An audit will show the number of credit hours used for tuition remission. It will also show the  the available balance of credits that are available for tuition remission.  If the audit shows an available balance then tuition remission will be applied to your account up to the 144 credit hours. If the audit shows you have used all 144 credits then you will be responsible for the remaining balance.

2. Does the 144 credit hour limit on attempted credit hours at the undergraduate level apply to employees?

No, it applies to spouses, domestic partners, and dependents.

3. Can a dependent, spouse, or domestic partner who has reached the 144 limit, but has accumulated attempted credit hours that were not paid for through tuition remission (i.e. high school honors program, credits paid for out-of-pocket), petition to have those credits excluded from the 144 attempted credit hour total for undergraduate level courses?

Yes.  All credit hours for which a grade was received will be included in the attempted credit hours total.  However, a student who attempted credit hours that were not paid for through tuition remission must visit the One Stop Student Services Center (University Pavilion, 2nd Floor) to request a review of the funding for their attempted credit hours.  That review may result (not guaranteed) in an adjustment of the number of tuition remission credit hours remaining to the student.  It is the student's responsibility to initiate this review through the One Stop Student Services Center.

4. Does the 144 credit hour limit on attempted credit hours at the undergraduate level apply to each spouse, domestic partner, and dependent?

Yes, each spouse, domestic partner, and qualifying dependent has his or her own 144 undergraduate credit hour limit.

5. Does the count for 144 credit hour limit on attempted credit hours at the undergraduate level for spouses, domestic partners, and dependents begin on September 1, 2008 or is it retroactive?

It is retroactive.  Any attempted credit hours accumulated prior to September 1, 2008, which were paid for through tuition remission, count toward the 144 credit hour limit.  This includes audit hours taken prior to September 1, 2008.

6. If a dependent, spouse, or domestic partner has already exceeded the 144 credit hour limit on attempted credit hours at the undergraduate level as of September 1, 2008, is the employee penalized in any way for the coverage?

No, there is no retroactivity on tuition remission remitted prior to the effective date of the rule, September 1, 2008, unless charges existed for repayment of unsatisfactory progress to date.

7. Can a spouse, domestic partner, or qualifying dependent who has reached the 144 attempted credit hour limit for undergraduate courses receive tuition remission for graduate level courses?  If so, is there a limit on the number of graduate level course credit hours?

Yes, a spouse, domestic partner, or tax eligible dependent can receive tuition remission for graduate level courses outside the limitations on the specific programs in the Colleges of Law, Medicine, and Pharmacy.  There is no limit on the number of graduate level credits.

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Out-of-State for Tuition Purposes

1. What is meant by out-of-state for tuition purposes?

In-state tuition is a benefit provided by the State of Ohio to individuals qualifying for classification as "Ohio residents for tuition purposes."  Those not qualifying as Ohio residents are considered "out-of-state for tuition purposes."  Consult the Ohio residency eligibility information posted to the Registrar's Office Web site.  Enter the site at: http://www.uc.edu/registrar/.  Click "Residency and Reciprocity" in the navigation menu to the left.  Then click "Regulations for Ohio Residency for Tuition Purposes" and/or "Frequently Asked Questions Regarding Ohio Residency for Tuition Purposes."

2. How do I know if I'm in an academic program covered by a reciprocity agreement with my resident state (Kentucky)?

Consult the Kentucky Reciprocity information posted to the Registrar's Office Web site.  Enter the site at: http://www.uc.edu/registrar/.  Click "Residency and Reciprocity" in the navigation menu to the left.  Then click "Kentucky Reciprocity (for selected counties)."

3. If I am considered our-of-state for tuition purposes and my academic program is not covered by a reciprocity agreement with my residence state, what is the fee I will now have to pay and how will it be charged?  Is there any cap on this?

The current fee is $10 per credit hour; this fee will be reflected on your bill.  The fee will be reviewed each year by the Office of the Controller and the VP of Finance.

There is a cap of $120 per term on this fee for undergraduate level or professional courses, and $100 per term on this fee for graduate level courses. 

For example, if someone were to take 18 undergraduate credit hours in a term, this fee would only be $120 for that term.  However, over load hours (>18) are charged per credit hour, so if you took 21 hours as an undergraduate you would be charged $120 plus $30 ($10 x 3 hours of over load).

4. I believe I now qualify as a resident of Ohio, but I am still considered out-of-state for tuition purposes.  What can I do so that I am no longer subject to the per credit hour fee for out-of-state for tuition purposes?

Consult the Ohio residency eligibility information posted to the Registrar's Office Web site.  Enter the site at: http://www.uc.edu/registrar/.  Click "Residency and Reciprocity" in the navigation menu to the left.  Download the appropriate residency application form from the site.  Submit a completed form and all requested supporting documentation to the Registrar's Office, as instructed and by the established deadline.  The Registrar's Office will review your residency application and supporting documents to determine whether or not you are eligible for Ohio residency for tuition purposes under State of Ohio and Ohio Board of Regents regulations.

Retirees

1. Do the changes to Rule 30-31-07 impact retirees?

Under Revised Rule 30-13-07, Section A 3, "Retired employees continue to be eligible for the same tuition remission benefits for which they were eligible before retirement."  This refers to the tuition remission benefits for the retiree him/herself.

Under revised Rule 13-107, Section B 1 d, spouses, domestic partners, and unmarried dependents of former employees who retired from the university are eligible for full tuition remission of the instructional fee portion of their bill.

The tuition remission benefit for spouses, domestic partners, and unmarried dependents of retirees continues under revised Rule 30-13-07; however, the limitations on the benefit (Section C) and the loss of tuition remission benefits (Section D) under revised Rule 30-13-07 do apply.  The benefit for spouses, domestic partners and unmarried dependents of retirees will be administered according to the revised rule.

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Tuition Remission and Taxes

1. Is Tuition Remission taxable?

While tuition remission for undergraduate coursework for the employee, spouse and eligible child is not taxable, there are certain circumstances when tuition remission is taxable. Refer to the HR website for further clarification.

2. How am I notified of the taxable amount of my or my dependent’s tuition remission?

Employees whose current term tuition remission benefits are fully or partially taxable receive an email notice from Payroll prior to the payrun on which the increased tax withholding is applied.  

Those employees whose year-to-date graduate level SELF remission is greater than $5,250 will be taxed only on the amount received in the current term in excess of the limit. 

Those employees whose family members received graduate level remission or whose domestic partners received any tuition remission will be taxed on the full benefit

3. When am I notified of the taxable amount of my or my dependent's tuition remission?

Employees whose current term tuition remission benefits are fully or partially taxable receive an email notice from Payroll prior to the payrun on which the increased tax withholding is applied.  

4. When does the taxation apply to my paychecks?

To ease the burden of additional tax withholding, the taxable value of the remission benefit is divided over two paychecks.  The amount appears as Tuit Rem-Txbl on the pay statements, and will result in increased tax withholding. 

Refer to the Tuition Remission Schedule for further clarification.

5.  What is the definition of "attempted hours"?

"Attempted hours" are the credit hours for any class in which a student enrolled yet did not "drop" (i.e., cancel enrollment without grade liability) by the established deadline for that term. 

Students who attempted credit hours that were not paid for through tuition remission must visit the One Stop Student Services Center (University Pavilion, 2nd Floor) to request a review of the funding for their attempted credit hours.  That review may result (not guaranteed) in an adjustment of the number of tuition remission credit hours remaining to the student.  It is the student's responsibility to initiate this review through the One Stop Student Services Center.