IMPORTANT INFORMATION ABOUT TUITION REIMBURSEMENT
PLEASE NOTE: If this is your first time using tuition reimbursement--or if you have questions about specific
issues not addressed on this sheet--we encourage you to contact Organizational Development,
1 Autumn Street, ext. 2-9383, for assistance. Our fax machine number is 2-9393.
You must have completed one year of continuous service at the start of the course(s) in order to be eligible.
You must apply three weeks before the start date of the course(s). Applications are available from the Human Resources
Information Center and the Organizational Development Department at 1 Autumn Street.
You must currently be employed at Beth Israel Deaconess Medical Center in a benefits-eligible position in order to apply.
You must remain employed at BI-Deaconess in a benefits-eligible position throughout the duration of the course in order to be
Medical staff, house staff, fellows, and employees in training status are not eligible for tuition reimbursement.
In general, the course(s) you are taking must be given for credit at an accredited institution, and job-related (related to your
current job, or preparing you for another job at BI-Deaconess Medical Center). Non-credit courses at least 20 hours in length
might be eligible.
Tuition reimbursement applies to tuition costs only, and does not include registration fees, books, or other similar charges.
Proof of tuition cost will be required for reimbursement.
Fees for seminars, conferences, workshops, review courses, study-at-home programs, non-credit on-line courses and licensing
exams are not covered under tuition reimbursement (department funds, when available, may be used).
If you are a full time employee (30-40 hours per week), you are entitled to $1,000 tuition reimbursement per calendar year
(January - December). If you are a part time employee (less than 30 hours, but at least 20 hours per week), you are entitled to
$500 per calendar year. The January following the fifth anniversary of your hire date, you will be eligible for $1,500 as a full
time employee, and $750 as a part time employee.
There is a Tuition Loan Program available to all who qualify.
In order to receive reimbursement, you must submit a copy of all three of the following items.
These items must be submitted within 30 days after completing the course(s):
1) Official proof of grade of C or better for the course(s).
2) Proof of tuition cost (any one of the following is acceptable: itemized statement of account from bursar's office, receipt
listing tuition separate from other fees, memo from bursar or registrar on school letterhead itemizing tuition and fees)
3) Proof of payment of tuition (any one of the following is acceptable: canceled personal check paid to school, receipt from
personal money order paid to school, credit card receipt or credit card bill showing payment to school, receipt from school,
registration form acknowledging payment received)
Attachment to the Tuition Reimbursement Application
(Please submit one application and one attachment for each graduate-level course you take)
The tax exclusion for employer-provided educational assistance (Section 127 of the Internal Revenue Code) has been extended
until December 31, 2001 for undergraduate courses only. This means that Beth Israel Deaconess Medical Center is required by law
to withhold taxes from all graduate-level tuition reimbursement payments unless certain requirements are met. Please complete the
information below to determine whether or not taxes will be withheld from your tuition reimbursement payment.
(A) Course name: _____________________________________________________
Your position: ____________________________________________________
Your department: _________________________________________________
1. Is this a graduate-level course?
_____ (YES) go to question #2.
_____ (NO) skip to section B, sign form and return with application
2. Does this course help you maintain or improve skills that are required for your current job?
If yes, how? Please be specific____________________________________________________
3. Are you taking this course as part of a program that will qualify you for a new trade or business?
If yes, what trade or business?____________________________________________________
If you answered "yes" or "no" to question 2 and "yes" to question 3, the medical center is required to withhold
taxes from your tuition reimbursement payment. Beth Israel Deaconess does provide tuition reimbursement for
graduate-level courses that prepare you for other jobs in the hospital. However, the law does not allow tax-free
reimbursement for graduate-level courses that prepare you for a new trade or business, even if those courses help you
maintain or improve skills required for your current job. Your tuition reimbursement will be included in your paycheck as
part of your taxable income. Processing takes approximately 2 weeks.
If you answered "yes" to question 2 and "no" to question 3, the medical center will not withhold taxes from your
tuition reimbursement payment. Beth Israel Deaconess does provide tuition reimbursement for graduate-level courses that
help you maintain or improve your ability to do the tasks required in your current job. In addition, the law allows tax-free
reimbursement for these courses, provided the courses do not prepare you for a new trade or business. Processing takes
approximately 2 weeks.
Your name: _____________________________________________
Your signature: __________________________________________
Today's date: ____________________________________________
If you have questions about the taxing of tuition reimbursement, please call the Organizational Development
Department at ext. 2-9383.
Beth Israel Deaconess Medical Center
Application for Tuition Reimbursement
Applicants should complete Sections A and B, forward one copy to the Organizational Development Department
(W/Kennedy 1), and retain one copy for your records. Our fax machine number is 632-9393.
(A) Name Position S.S.#
Number, Street City State Zip Code
Department Location Extension/Pager I.D.
Date of Hire: Work Schedule
# of Scheduled hrs/wk Days of Week Times
Tuition Amount $ $
Number of Credits
Is this course(s) part of a Degree Program? ____No ____Yes If yes, what degree?
Please state your reason for taking courses(s) as related to your employment at Beth Israel Deaconess Medical
I understand that this application must be in three weeks before the course begins or it may not be approved,
and that a grade of C or above and proof of payment and tuition cost must be submitted within 30 days after
course completion or the course may not be reimbursed. I understand that I must remain employed at BI-
Deaconess in a benefits-eligible position throughout the duration of the course in order to be reimbursed.
(B) Recommended ( ) Not Recommended ( )
I recommend approval for the reason(s) stated below:
Authorized Signature Extension Date
DO NOT WRITE BELOW THIS LINE. FOR ORGANIZATIONAL DEVELOPMENT DEPARTMENT USE ONLY.
(C) Approved ( ) Not Approved ( ) (D) Amount Requested $
Signature Amount Reimbursed $
Organizational Development Department
Date By Date