Tuition Reimbursement Assistance Program
Policy and Procedure
Updated October 29, 2009
The Tuition Assistance Program is designed to give employees the opportunity to increase their
knowledge and skills through participation in educational programs. The program helps you
contribute to the Medical Center by becoming more effective in your current assignments as well
as by preparing you for promotional opportunities. Payments under this plan are intended to
qualify as tax-free payments for Educational Assistance under Internal Revenue Code Section 127.
Eligibility:
 You must have completed six months of continuous service at the start of the course(s) in
order to be eligible.

You must currently be employed at Beth Israel Deaconess Medical Center (BIDMC) in a
benefits-eligible position in order to apply.

You must be in good standing prior to the start of the class.

You must remain employed and actively working (not on a leave of absence) at BIDMC in a
benefits-eligible position throughout the duration of the course and reimbursement period in
order to be reimbursed.

You must be employed at the time of reimbursement.

Medical staff, house staff, fellows, and employees in training status are not eligible for tuition
reimbursement. This also includes Joint Appointees and Instructors.

Application may be denied due to lack of funding, late submission, or incomplete
application.
Approval Conditions:
 You must apply at least TWO WEEKS before the start date of the course(s) (this
includes reimbursement for Continuing Education Units (CEU) for employees in direct
care positions and initial certifications/certification prep exams in nursing).

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 BIDMC).
Non-credit courses at least 20 hours in length may be eligible if they are for skills
enhancement at your current position. Prep-courses for entrance exams and entrance exam
fees do not qualify under tuition reimbursement.

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.

CEU’s for employees in direct care positions (see guidelines for CEU’s for eligibility) can be
reimbursed for up to $250 (this includes coursework and exam fees). Does not apply to
Registered Nurses.

The cost of taking an exam without enrolling in courses is not covered. Please ask your
manager if your exam costs could be covered by your Department’s Training &
Development budget.
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Approval Conditions:
 Up to $250 reimbursement for Initial Certifications and Certification prep exam fees for
Registered Nurses. Reimbursement is part of total tuition reimbursement benefit during fiscal
year.

There is a Tuition Loan Program available through the Alpha Credit Union to all who qualify.

BIDMC employees who are participating in BIDMC-run pipeline programs are eligible to have
their tuition paid at the start of the semester. Paperwork and payments for these groups will
be coordinated by BIDMC HR staff overseeing these programs and payments will be made
directly to the educational institution.

There are specific grade requirements that must be met in order to be considered for
reimbursement. A “C” or better must be achieved for undergraduate courses. A “B” or better
must be achieved for graduate courses.
Release Time:
It is expected that the majority of employees will be able to find coursework at times other than
normal working hours. No compensatory time off is allowed to employees who attend courses at
times other than their normal working hours.
Reimbursement Schedule:
Tuition reimbursement per calendar year (January - December)
BENEFITS ELIGIBLE EMPLOYEES
COURSES RELATED TO DIRECT
PATIENT CARE
After completing six months of continuous service at the
Additional eligibility if taking course
start of the course(s)
related to direct patient care
Full time employee (30-40 hours per
Eligible for $1,500
Eligible for an additional $1,500
week)
Part time employee (Less than 30
Eligible for $750
Eligible for an additional $750
hours, but at least 20 hours per week)
The January following the fifth anniversary of your hire
date
Full time employee
Part time employee
Eligible for $2,250
Eligible for $1,125
Additional eligibility if taking
course related to direct patient
care
Eligible for an additional $1,500
Eligible for an additional $750
Online submissions and forms must be submitted by the 25th of the month to be processed and
paid the last Friday of every month. Checks will be issued directly from Benefit Strategies, LLC to
your home address of record.
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Continuing Education Units (CEU) for non RN Direct Care Employees
Effective 1/1/09
BIDMC will reimburse up to $250, per calendar year, towards Continuing Education Units for
employees in Direct Care Positions (excluding Registered Nurses*) including Pharmacist, Lab
Employees, Radiology, Clinical Nutrition and Social Workers.

CEUs must apply toward current position at BIDMC.

Employee must be employed for 6 months and in good standing.

CEU reimbursement is part of your total tuition reimbursement benefit during the fiscal year.

Seminars that do not offer CEU credits will NOT be covered.

Prep courses for license exams will be covered – if the license is required for your current
job at BIDMC.

BIDMC does not pay license fees.

Human Resources has the final authority on what courses will be approved or not
approved.
As Human Resources has limited funds towards Tuition and CEU reimbursement each calendar
year,
 Employees MUST apply at least two (2) weeks prior to the start of the course.
o Benefits Strategies, our tuition reimbursement administrator, will accept applications
two (2) weeks prior to start of the CEU course.
o
The electronic tuition reimbursement application link is found on the Benefits
webpage (General Portal-Employee Resources-Human Resources-DepartmentsBenefits-Forms-Tuition Reimbursement). Their contact information is as follows:
Benefit Strategies, LLC, PO Box 1300, Manchester, NH 03105-1300
Tel (888) 401-FLEX (3539)/Fax (603) 647-4668/
E-mail tuition@benstrat.com /Web www.benstrat.com

When funds run out for current fiscal year, no request will be approved until the next fiscal
year.
* Registered Nurses must apply for CEU programs through the Continuing Education Reimbursement
Application process, which can be found on the nursing portal under Nursing Education.
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Benefit Strategies, LLC
PO Box 1300
Manchester, NH 03105-1300
Tel (888) 401-FLEX (3539)
Fax (603) 647-4668
E-mail claimsupport@benstrat.com Web www.benstrat.com
Tuition Reimbursement Assistance Program Application and Reimbursement Instructions
Prior to taking the course - Submit Application for Approval
All applications must be submitted to the Benefit Strategies, LLC at least two (2) weeks prior to the
start of the class.



Obtain proof of tuition cost. Any of the following documentation is acceptable:
 Itemized statement of account from the Bursar’s office
 Receipt listing tuition separate from other fees
 Memo from Bursar or Registrar on school letterhead itemizing tuition and fees
Complete your on-line Tuition Reimbursement Application with proof of tuition cost. Go to the
General Portal – Human Resources – Departments & Contacts – Benefits – Forms – Tuition
Reimbursement.
Your application will automatically be emailed to your immediate supervisor for review and signature
approval.
Your application will be reviewed within 3 to 5 business days and you will receive an approval or
denial by email notification.
Upon completion of the course – Request Reimbursement
 Electronically submit your grade report and proof of payment to the Benefit Strategies, LLC
within 30 days of completing your course via the BIDMC portal link.
 If reimbursement is for Initial Certification, you have 60 days to submit your grade.
 Online submissions and forms must be submitted by the 25th of the month to be processed
and paid the last Friday of every month. Checks will be issued directly from Benefit
Strategies, LLC to your home address of record.

Grade requirement
 A grade of “C” or better must be achieved in order to be reimbursed for under-graduate
courses. A grade of “B” or better must be achieved for graduate courses.
General Information
Employee
eligible
after
Benefit Amount
FT
PT
Benefit Amount
Employees 5+
years
FT
PT
6 months
$1,500
$750
$2,250
$1,125
Grade
Requirements
Initial
Certification
Costs
Reimbursed
“C” or better
“B” or better for
graduate classes
$250
Additional Benefit
for Direct Care
Studies
FT
PT
$1,500
$750
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