Click here to view an Individual Course(s) Application form.

Applications for the Educational Assistance Program can be obtained from each Division/Program Administrator, the Human Resources department or through the Human Resources department forms library located at http://www.fin.ucar.edu/forms/HR/hrtitle.shtml. New employees who are in the process of completing their six-month trial period are not eligible for Educational Assistance Program benefits. Post-doctoral fellows already enrolled in a non-UCAR approved degree program are eligible to take individual courses only. Please indicate "No" in Section I, item C.

INDIVIDUAL COURSE(S) APPLICATION PROCEDURES:

1.

The employee needs to complete or attach the following:

a.

Complete Individual Course(s) Application Form (including all required signatures)

b.

Attach course description.

c.

Attach tuition fee schedule.

d.

Attach grade documentation from previous course(s) taken (if applicable)

e.

Attach paid receipts if employee paid tuition

NOTE: If the individual course is part of a UCAR-approved degree program, please be sure an approved Degree Program Application form is on file with Human Resources.

2.

After signatures of the supervisor, Division/Program Administrator and Director have been obtained, the Division/Program Administrator will send the Individual Course(s) Application Form and all attachments to the Human Resources department for final review and input into the tracking system. The request will be forwarded to the Finance Office for payment.

PAYMENT AND ADMINISTRATIVE ISSUES:

1.

Once individual course(s) are approved, the Finance Office will issue payment. Checks will be made payable to the institution, or payable to the employee, depending upon the response to Section I, item E of the application. Checks will be forwarded to the employee for delivery to the institution unless otherwise specified. Payment includes tuition and nonwaivable fees; books, supplies and materials are not covered. Withholding of taxes may be required on certain tuition reimbursements. The taxability of these benefits is subject to change under Federal Income Tax regulations. Please contact the General Accounting Manager or your tax advisor for information.

2.

After completion of the individual course(s), the employee must provide their Division/Program Administrator with proof of completion. A grade report must be received prior to the approval of any additional coursework. A grade slip, transcript or note certified by the instructor will be accepted. If a grade from the last course paid through the Educational Assistance Program has not been received by HR, the employee may be responsible for paying for any additional coursework. Once a grade slip has been received the employee will be reimbursed for that course through the Educational Assistance Program, if approved. To continue in the Educational Assistance Program, the employee must obtain a grade of "C" or higher for undergraduate work and "B" or higher for graduate work. An "Incomplete" will require reimbursement by the employee to UCAR, unless the grade was received because of unavoidable circumstances that were work-related, such as extended field project travel. Request to waive reimbursement for incomplete coursework as a result of work-related circumstances is required from the employee as approved by the supervisor and Division/Program Administrator and forwarded to Human Resources. Courses graded on a pass/fail basis are acceptable if the courses are required within a degree program.

3.

Applications should be received by HR at least two weeks prior to the tuition due date to allow time for processing the paperwork. Late fees will not be covered by the Educational Assistance Program. If the application is received after the tuition due date, the employee may be responsible for paying all tuition fees and then, if approved, be reimbursed by the Educational Assistance Program.

*****IMPORTANT***** The taxability of these benefits is subject to change under Federal Income Tax regulations. Please contact the General Accounting Manager or your tax advisor for information.

Rev. 1/02

Click to view an Individual Course(s) Application form.