Non-Degree Program Manager FAQs

1. Who is eligible to use the non-degree program?
   Regular and term, full-time employees in an active status who have completed three months of employment are eligible for this benefit. Only courses registered for after this three-month waiting period are eligible for reimbursement.  

 

2. When can employees apply?
   Eligible employes 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 class start date.
   
   Once their course is completed, they have 30 days from the course completion date to submit their proof of grades via EdAssist.

 

3. Does the certificate or certification the employee is requesting need to be related to their current role?
   To be eligible for reimbursement under this program, the education must be related to the employee’s job as stated in Section 127 of the IRS Code.

 

4. How can I be sure the course they are applying for is related to their job?
   You know your business and what your employee needs to know in order to be successful, so use your best judgement. If you want to be sure, ask yourself these three questions:

1. 1. Does the course help meet the primary requirements of the employee’s role?
   2. Does it prepare the employee for new responsibilities in the current role?
   3. And/or does it prepare the employee for a position for which they are being considered?

If the answer to any of these questions is Yes, you can feel confident that the course meets the criteria. As the supervisor, you will have discretion and can deny the application if it’s not relevant to your employee’s career. If you’re still not sure, email tuitionbenefit@vanderbilt.edu, and our team will help you make a determination.

5. The certification course the employee is interested in taking is not on the certification list. Could the certification course be added to the certification list?
   Potentially. The employee or manager may complete the Certificate/Certification Course Request form. The benefits team will review the request and seek your approval as well as approval from your department to ensure it appropriate and job-related. If approved, the benefits team will have EdAssist update the portal to include it and will follow up with the employee.

 

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

 

7. Who are the approvers of applications in this process?
   You as the supervisor will be able to approve the application if you agree the course is related to your employee’s career. EdAssist reviews the invoice, documentation, tracks the $5,250 annual limit, and handles informing Vanderbilt to reimburse the employee.
   
   The benefits team approves the general categories of certificates and the specific certifications available.

 

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

 

9. How is this being funded?
   This benefit is funded through fringe.

 

10. Can departments still pay for certification courses for employees?
    The expectation is that employees use the $5,250 available funds to them from this program first before the department pays for any certifications or certificates. Covering any remaining portion of the certification course will be at the discretion of the department.

 

11. If a department can pay for a group certification that they need their staff to go through, would they be able to do that and then be reimbursed for that group certification?
    No, this program is set up for employees to individually apply and pay. Reimbursements are all processed through payroll directly to employees.  

 

12. What happens if an employee drops out of the course after receiving the benefit?
    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 an employee terminates employment after receiving reimbursement for a course?
    If an employee’s employment with Vanderbilt is terminated for any reason after they have received reimbursement but before they have completed the coursework, they must return the payment to Vanderbilt within fifteen (15) days of termination.
    
    Under the terms of this program employees agree to allow the deduction of the amount due from their paycheck or any other payment(s) due to them from Vanderbilt. 

14. What happens if an employee changes to part-time status after receiving reimbursement for a course?
    If an employee moves to an ineligible position after they have received reimbursement but before they have completed the coursework, they must return the payment to Vanderbilt within fifteen (15) days of the change of position.
    
    Under the terms of this program employees agree to allow the deduction of the amount due from their paycheck or any other payment(s) due to them from Vanderbilt.