Tuition Remission mini

Professional Development &
Training
Mini-Manual
Dependent Certification for Tuition Remission
NOTE: This document is designed to be used online and has a number of embedded links to processes
and additional information. We discourage the printing of manuals as they are updated frequently and
consume paper resources when printed.
If you have questions about information in this mini-manual, or, if after reading the entire manual, you
cannot find the information you need, please e-mail psguides@uvm.edu.
TABLE OF CONTENTS GUIDE
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Background .................................................................................................... 2
Responsibility and Eligibility ............................................................................ 2
Responsibility: ................................................................................................................. 2
Eligibility:......................................................................................................................... 2
Completing the Dependent Tuition Remission Form .......................................... 2
General Guidelines ........................................................................................................... 2
Edit the Tuition Remission Form ..................................................................................................7
Frequently Asked Questions........................................................................... 10
Why do I keep getting system generated e-mails with a Subject line that reads, “Tuition
Remission Request Recycled?” ....................................................................................... 10
Who is eligible to receive Tuition Remission at the University? ........................................ 10
What will happen if I don’t submit a request for my dependent’s tuition remission? ........ 10
What if the dependent drops out or ceases to carry enough credits? ............................... 10
Where can I find more information about tuition remission? ........................................... 10
Resources ..................................................................................................... 11
Helpful Links ................................................................................................................... 11
Relevant UVM Departments ........................................................................................... 11
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Background
The University of Vermont requires certification of all employee dependents applying for tuition
remission. It is necessary to submit an application prior to the beginning of each academic year for each
dependent. The exception is that an application is required each semester for spouses, civil union
partners, GAP (Guaranteed Admission Program) students, and students attending Vermont Technical
College. Each application will be processed and each applicant (employee) will receive notice that the
request has either been approved or denied within 3-5 business days.
If you have questions that aren’t answered by this manual, e-mail HRSInfo@uvm.edu or contact the
HRS Employee Information Center at 802-656-3150 Monday through Friday between the hours of 8:00
AM and 4:30 PM.
Note: Although dependent children are certified online, spouses and civil union partners must be
certified each semester by using the paper form found on the Forms page of the HRS website.
Responsibility and Eligibility
Responsibility:
It is the employee’s responsibility to accurately complete and submit the tuition remission form. The
form must be filled out correctly and submitted in a timely manner.
Eligibility:
For a complete explanation of eligibility criteria, refer to the Staff Handbook or e-mail
HRSinfo@uvm.edu.
Completing the Dependent Tuition Remission Form
The following sections detail what is required to complete the dependent tuition remission form. Read
these sections carefully.
General Guidelines
The tuition remission process requires the employee to ensure all eligible dependents are currently in
the PeopleSoft system. If dependents need to be added, contact HRS Employee Information Center at
HRSinfo@uvm.edu or 802-656-3150 for more information.
Below are general guidelines for completion of the dependent tuition remission form:
1.
Log in to PeopleSoft using the Human Resources log in.
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2.
Navigation: Self Service > Benefits > Dependents and Beneficiaries> Dependent Child
Tuition Cert
3.
Click on the name of the dependent that you wish to submit for tuition remission.
4.
PeopleSoft will open the Dependent Certification window displaying the dependent’s name.
Click on Add Request.
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5.
The next screen defaults to the current academic year and automatically puts Yes in the
Enrolled in a Degree Program field. Enter the number of credits for which the dependent is
registered, the term category, expected graduation date and the institution the dependent
will be attending.
6.
To certify the dependent, you will need to ensure the correct choices are selected in the box.
If the dependent isn’t listed on the employee’s tax return then the employee will need to
provide supporting documents for both B & C. The supporting documentation will need to be
attached to the request in the provided area. Additional information about this supporting
documentation is on the next page of this mini manual.
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NOTE: Supporting Documentation: Proof of Eligibility for Tuition Remission
•
Students taking fewer than 12 credits per semester must submit documentation from their
academic advisor, UVM Student Health Service or UVM Counseling and Testing
recommending less than a full-time academic load.
•
Faculty and staff seeking tuition remission for a dependent child who is not listed on their tax
return, or who is married, must attach legal evidence that they are responsible for paying for
the child's education, e.g., a copy of a divorce decree or a letter/memo demonstrating a
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parent-child relationship that supports (greater than 50%) their dependent child’s education
expenses.
•
A dependent child who has not begun an undergraduate degree program before the age of
21 as the result of a deferment due to full-time military service must submit documentation
showing their years of military service. Full-time military service extends the starting age
limit by the number of years of active service, not to exceed four years plus one additional
year at the convenience of the government.
•
Summer session courses taken at UVM may be granted if the dependent child submits a
memo from his or her faculty advisor to the Associate Vice-President of Human Resources
indicating that the credits taken will be applied to satisfy the requirements of the degree
which the student is pursuing. Dependent children who are undergraduate students at other
institutions will qualify for this benefit (summer session courses at UVM) if they meet this
and all of the other pertinent qualifications described earlier.
7.
Select Save when all information is correct and follow the prompts.
8.
The certification process must be repeated each academic year for each dependent child
seeking to access tuition remission.
NOTE: For spouses and civil union partners, GAP students and students attending Vermont
Technical College, an application must be submitted every semester. For spouses and civil union
partners, submit the paper version found on the Forms page of the HRS webpage.
9.
A system-generated e-mail will be sent to the UVM employee who submitted the request.
The employee will receive an e-mail confirming the request has been submitted
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

An e-mail will also be sent to the employee if the application is taking longer than 3-5
business days identifying that the application is still pending. This may require additional
information from the employee.
Finally, an e-mail will be sent to declare whether the application has been approved or denied. If
denied, contact the HRS Employee Information Center at at HRSinfo@uvm.edu or 802-656-3150
for more information.
Edit the Tuition Remission Form
PeopleSoft allows the employee the option to edit an existing tuition remission request. Follow the
guidelines below to edit the form.
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1. Access the tuition remission request form in the same manner as was done in submitting the
original request.
2. Click on the name of the dependent whose application you wish to edit.
3. The screen will go to the Dependent Certification tab, and provides the options to either Edit or
Delete the request.
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4. Select Edit and the original screen that was used to submit the request will open.
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5. Edit information or upload required documentation as needed.
6. Select Save to save the changes.
7. The system generated e-mails will once again be sent to the employee submitting the request.
Frequently Asked Questions
Why do I keep getting system generated e-mails with a Subject line that reads,
“Tuition Remission Request Recycled?”
This e-mail would indicate that for some reason the application couldn’t be processed. Read the
e-mail thoroughly. There should be an explanation of what is needed for the process to be
completed.
Who is eligible to receive Tuition Remission at the University?
Benefits-eligible UVM faculty and staff are eligible for tuition remission. In addition, the
dependent children of faculty or staff who have been employed in benefits group A, B or C for
one year are also eligible, provided they are full-time undergraduate students who begin their
undergraduate degree program before age 21 (with an allowance made for full-time service in
the armed forces). (For more details, see the Tuition Remission section of the Staff Handbook
section on Benefits, or contact the Employee Information Center at 802-656-3150.)
What will happen if I don’t submit a request for my dependent’s tuition remission?
The dependent student or his/her family will be responsible for any tuition costs that may be
incurred.
What if the dependent drops out or ceases to carry enough credits?
Call the Employee Information Center at 802-656-3150 to speak with someone about your
specific situation.
Where can I find more information about tuition remission?
Additional information can be found in the Tuition Remission section of the Staff Handbook. You
can always contact the HRS Employee Information Center at HRSinfo@uvm.edu or 802-656-3150.
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Resources
Helpful Links

The Staff Handbook
Relevant UVM Departments

Human Resource Services
This document is designed to be used online and has a number of embedded links to processes and
additional information. We discourage the printing of manuals as they are updated frequently and
consume paper resources when printed.
Updated 11/18/2015
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