Tuition Reimbursement Program

Protocol & Processes

A Tuition Reimbursement Request form must be completed prior to registering for a course.

Steps for Approval

Complete Section I of the Tuition Reimbursement Request form completely.  Forms requiring additional information will be returned to you and may result in delays. Obtain your supervisor’s approval as well as that of your division director/department head as required by your division. 

Note to supervisors, division directors and department heads:  Approval of tuition reimbursement requests must be in accordance with the stated requirements:

 ♦ Education program must have relevance to HIES Inc. mission

 ♦ There is a mutual benefit to the employee's career and the long-term interests of HIES Inc.

 ♦ There is a reasonable expectation that the employee shall remain in the employ of HIES Inc. for a sufficient period of time to provide a fair return for the training costs

 ♦ The proposed curriculum and timetable are realistic

 ♦ The department/division's work needs can be met during an employee absence while attending classes.

Send the completed and signed form to the Human Resource department for approval.  Form must be submitted at least two weeks before registration.

The approved original forms will be returned to you to be retained until the end of the quarter/semester and/or certificate of achievement. If you cannot enroll in a class listed on the Tuition Reimbursement Request form, inform the Coordinator as soon as you find this information out and send a copy to your supervisor.  Explain the reason for not enrolling (e.g., class full, class not offered this quarter/semester) and provide the relevant information for any substituted class.

To receive reimbursement or advancement for tuition, complete Section I & II of the Tuition Reimbursement / Advancement Request form and submit this to the Human Resource department at least two weeks prior to registration. After successful completion of the course/certification program you must fill out section II within 45 days and turn it into HR.  Include a copy of your grades and/or certificate of achievement and receipt(s).  Reimbursement will be sent to you from the Accounts Payable Office for courses in which you received a satisfactory/passing grade and/or certificate of achievement. If you are granted an advance you will be notified and a payment will be sent directly to the school upon successful completion of the course your file will be noted.

If you did not receive a satisfactory grade for any course, the cost of the units or a prorated amount of the tuition will not be reimbursed to you. 

If you received an advance on tuition for the course, you will be contacted by the Human Resources department about reimbursement for the appropriate amount back to HIES Inc. Please note that in most cases if you do not pass/obtain certification you will not be reimbursed.

Tuition Reimbursement Applicant Criteria

  Must complete the 60-day probation period and hired on as a full time employee prior to enrolling in a course for which reimbursement would be requested.

  Must remain employed and in good standing during class duration. No written corrective actions in file at time of request or when grades are submitted.

  Must have successfully completed any written corrective action prior to request for tuition reimbursement.

  Full-time staff, who average at least 40 hours per pay period in the last 6 months are eligible.

  Employee is responsible for submitting the application, receipts and proof of passing within 45 days of completing course(s) or certification. Check will be sent to employee’s address.

Advance Tuition/Certification Funding

  Advance tuition payment may not be granted for more than one course per semester, not to exceed $300.

  The funds for certifications or re-certifications will be paid directly to the educational institution, unless a student has paid for tuition, books and fees in advance and provides documentation of payment with an Advance Tuition Request application.

  The employee must complete the Advance Tuition Funding form. The ATF form must be sent to HR two weeks prior to registration.

  The course or certification must meet the Tuition Reimbursement guidelines.

  If the employee does not pass the course(s) or achieve certification/recertification, receives a written corrective action, or separates from HIES Inc., the amount advanced will be deducted from his/her paycheck in full.

Failure to comply with any Advance Tuition Funding guideline will render the employee ineligible for any future Advance Tuition Funding.

Course Criteria Courses for approval must meet both of the following criteria:

  Any degree, diploma, correspondence or distance-learning program from an educational institution accredited by the U.S. Department of Education and or a certified / certification program.

  Certifications/re-certifications that are required for the staff member’s job or are an enhancement to the current job. Department director approval may be required. Or the course is a certification of skill aquisition that is required for your postion.

Items Covered

  Course tuition/required fees

  Required books

  Software specific to the course

Criteria For Passing

  Grade of “C” or better on undergraduate classes  (GPA of 2.0 on a 4.0 scale)

  Grade of “B” or better on graduate classes  (GPA of 3.0 on a 4.0 scale)

  Pass, satisfactory, or equivalent on all other courses or (re)certifications. NOTE: Certificates of completion are not accepted as documentation of passing.

Items Not Covered


  Parking permits

  Graduation fees


  Postage/shipping costs


  Recommended, but not required, items

  Supplies/other items to be used post course

Ineligible Courses

  Audited classes

  Hobby classes

  Refresher courses

Review/preparation classes for re-certification/licensure/registration

Classes from institutions that are not accredited

Maximum Reimbursement Per Fiscal Year Fiscal Year

90 days – 2 years:   $750 
2+ years but less than 5 years:   $1,000 
5+ years of service:   $1,200

Tuition Reimbursement / Advance Request Form PART I

Tuition Reimbursement / Advance Request Form PART II