Non-Degree Program Employee FAQs

1. Who is eligible for the non-degree program?
   You are eligible for this benefit if you have completed three months of continuous full-time employment in a regular or term position at Vanderbilt and are in an active status. You must meet these eligibility requirements before you register for a course if you plan to request reimbursement through this program.
   
   Note: Spouses and dependents are not eligible for this program.

 

2. When can I apply?
   Eligible employees may apply online through EdAssist once they have enrolled in and paid the upfront cost of the course. The DEADLINE to submit an application and itemized invoice is 30 days after each course start date.                             
   
   Once your course is completed you have 30 days from the course completion date to submit your proof of grades via EdAssist.

 

3. Why is approval to take a course through this program required by my manager?
   Approval from your manager is required because they need to confirm that the course you are seeking is related to your job. Under Section 127 of the IRS code, your employer is only able to provide the $5,250 benefit to you on a tax-free basis if the education is job-related. For this reason, it is important for you to confirm your manager will approve the application before you enroll in and pay for the course.

 

4. What if I enroll and pay for a certification course but my manager will not approve it?
   If the course is not job-related, your manager will not be able to approve it due to tax code regulations. In the event you enroll in and pay for a course that is not job-related, you will be responsible for the full cost.

 

5. The certification course is not on the certification list. Could the certification course I am interested in be added to the program?
   Complete the Certificate/Certification Course Request form. The benefits team will review the request and seek approval from your department to confirm the course is appropriate and job-related. If approved, the benefits team will have EdAssist update the portal to include it and will follow up with you.

 

6. Are conferences where I earn CEUs covered?
   No, conferences and any associated travel expenses are not covered under this program.

 

7. Is there a limit to how much the benefit will pay?
   Yes, the maximum benefit amount for this program is $5,250 per calendar year. Anything above that amount would be the responsibility of the employee.

 

8. If I receive a discount on or grant/gift aid toward my certification course, will this affect the amount of benefit I receive?
   You may only be reimbursed for your out-of-pocket costs. If you receive any sort of financial assistance (including grants, discounts, scholarships, etc.) towards your certificate or certification, you are only eligible for reimbursement of your actual out-of-pocket costs, up to a maximum of $5,250 per calendar year.

 

9. Will the Vanderbilt benefit pay for textbook costs or other fees?
   Only if the materials are included in the initial cost of the course. Any fees, books, and course materials that are not included in the initial course fees, as well as any course cost above the annual maximum of $5,250 will be the employee’s responsibility.

 

10. When will I receive the benefit?
    Once your application has been approved and you have uploaded an itemized invoice, your reimbursement will be processed for the next available payroll cycle. To keep the time between your payment for the course and your reimbursement for it to a minimum, we advise you to submit your application and itemized invoice as soon as possible.

 

11. Can I take more than one certification course per year and/or more than one certification course at the same time?
    Yes, you may take more than one course in a calendar year and at the same time as long as the benefit does not exceed $5,250 in a calendar year.

 

12. What happens if I don’t finish the class and/or submit my proof of passing grade?
    Failure to submit proof of a passing grade will result in required repayment of the benefit and no future applications will be processed until repayment has been made.

 

13. What happens if my employment ends with Vanderbilt?
    If your employment with Vanderbilt is terminated for any reason after you receive the advanced tuition benefit but before you complete the coursework, you must return the advanced tuition benefit to Vanderbilt within fifteen (15) days of termination.
    
    You also agree, under the terms of this program, to allow the deduction of the amount due from your paycheck or any other payment(s) due to you from Vanderbilt.
    
    If any amount of the non-degree program payment is not returned to Vanderbilt within fifteen (15) days of termination, Vanderbilt may bring a legal action against you to collect the amount due, for which you will be responsible for all collection costs including attorney’s fees.

 

14. Can my department pay for the remainder of my certification course?
    Any payments over the $5,250 maximum are at the discretion of each department. Any payments exceeding the limit are subject to tax. You must consult with your department to seek approval for additional reimbursement over the $5,250 limit of the non-degree program.

 

15. Am I required to upload proof of passing grade or completion?
    Yes, to retain reimbursement, employees must be in an active eligible position after the course completion date and have uploaded the required documentation (i.e., acceptable invoice and official proof of passing grade). In the event in which documentation is submitted toward the end of the program, employees must be in an active eligible position at the time the benefit is paid via payroll.
    
    Failure to submit proof of a passing grade will result in required repayment of the non-degree program benefit and no future applications will be processed until repayment has been made.

 

16. I am currently using the employee tuition benefit for myself. Can I use the non-degree certification program at the same time?
    Yes, you may use the employee tuition benefit and non-degree program simultaneously.

 

Have questions or need some help planning?
Book a free one-on-one coaching session to explore your options and make the most of your benefits.