Tuition Reimbursement Program

Purpose

Millennium Health recognizes that educational development is important and should be encouraged. The Tuition Reimbursement Program was established to provide an opportunity for employees to obtain additional education or training to increase their competence in their current role and prepare for future advancements within their departments.

Scope

Employees are the most important contributors to Millennium Health’s success, and the company’s growth is enhanced by the individual growth of each member of our team. Employees are encouraged to broaden their knowledge and skills related to their work, and prepare for career advancement by participating in the Tuition Reimbursement Program.

Program

1. Participation Eligibility

• • Must be an employee scheduled to work at least 20 hours per week.
  • Must be an employee for at least six months prior to course start.
  • Must be in good standing relative to their current position.
  • Must remain employed and actively working, not on a leave of absence, throughout the duration of the course to be reimbursed.
  • Course participation must be approved in advance of enrollment by department manager and Human Resources Business Partner to qualify for reimbursement.
  • Application will be denied if the budgeted annual funds have been exhausted.

2. Course Eligibility

• • Degree Programs – Tuition Reimbursement is available for job-relevant associate, bachelor, or graduate degree courses.
    • Colleges or universities must be accredited by an accrediting agency that is recognized by the U.S. Secretary of Education.
  • Non-Degree Programs – Tuition Reimbursement is available for Certificate Programs to obtain a professional designation and for individual courses to enhance current skills.
    • All certificate programs must relate to the employee’s current job responsibilities at Millennium Health, with no exceptions.
    • Individual courses must be aligned with the employee’s current job responsibilities at Millennium Health.

3. Annual Budget

• • The maximum annual budget for the Tuition Reimbursement Program for all employees is $50,000.00. The monies will be disbursed on a first verified, applied, and approved basis until the funds are expended.
  • Applicants will participate in the program based on the date and time of receipt of the application.
  • When all funds, which have been budgeted for the program each year, have been expended, no further reimbursement assistance will be approved.

4. Program Limitations and Exclusions

• • • Reimbursement will be limited to $5,250 for undergraduate level, graduate level courses or certifications per calendar year.
    • Reimbursement application will be denied if the budgeted annual funds have been exhausted.
    • No reimbursement will be provided if the approved course is not completed, or if the grade requirements are not met.
    • Reimbursement applies to tuition costs and books only and does not include registration fees or other similar charges.
    • Millennium Health will not reimburse miscellaneous expenses (late fees, deferred payment fees, student activity fees, parking fees, etc.).
    • Grants, scholarships, or other funds being used to pay for classes must be disclosed when applying for Tuition Reimbursement and will not be eligible for reimbursement. Millennium Health’s payments will be coordinated with these programs, so the employee does not receive more than 100% reimbursement for the tuition.
    • Coverage will be limited to no more than two courses per semester, and no more than six courses per calendar year.
    • Course attendance cannot interfere with the performance of employee’s work responsibilities, as determined by the company in its sole discretion.
    • Workshops, seminars, and courses relating to preparations for entrance into a program (i.e., GMAT review course) are not eligible for reimbursement.
    • Seminars, workshops, and technical meetings are not covered by this program. Seminars and meetings must be approved by the employee’s direct manager and, if approved, may be paid for directly by the company.
    • If an employee resigns, the employee agrees to repay any such reimbursements as follows:

    Repayment Percentage
    100% of total reimbursed
    50% of total reimbursed

    • If an eligible employee’s position is eliminated, the company will provide reimbursement (subject to all the rules of the Program), if any such approved course began prior to termination of employment and is completed after the date of such termination.
  5. Taxation of Program Payments
  • • Reimbursement under this program is intended to qualify as tax-free payments for Qualified Education Expense under IRS Code Section 127. The rules of this program are governed by the Internal Revenue Code. As such, certain reimbursements may be subject to income taxes. All reimbursements are processed through Millennium Health’s payroll system, regardless of whether they are subject to income tax or not. The payment of any taxes due remains the responsibility of the employee. The rules of this program may be modified at any time without notice, to keep the program in compliance with the Internal Revenue Code.

 Procedure

• • 1. Application Procedure
    • • The Program is managed by Human Resources.
      • Employees must complete the Tuition Reimbursement Application before enrolling in any course for which they will be seeking reimbursement.
      • The Tuition Reimbursement Application must be approved/signed by the employee’s manager and Human Resources Business Partner in advance of the start of the course.
      • Employees MUST have their courses pre-approved by department manager and Human Resources Business Partner to be eligible for reimbursement. Any tuition reimbursement request submitted for approval after the class has started, will be denied.
      • The original application will be retained by Human Resources.
    2. Reimbursement Process
    • • Once the approved course is completed, the employee must submit the reimbursement request to Human Resources, no later than 30 days after the course is completed.
      • A transcript showing a grade of C or better for undergraduate-level courses; a “pass” for any courses where the institution does not offer grades.
      • Proof of payment, including a statement from the institution clearly distinguishing the tuition and fee amount, must be submitted. Without proof of payment, all reimbursement requests will not be approved for payment.
      • Reimbursement payments will be processed by Human Resources only upon receipt of all required documentation and in accordance with the routine payment processing policy in effect at the time. Reimbursements are applied towards the maximum calendar year limit in which the reimbursement is paid.
      • Employees receiving financial assistance from other sources such as GI Bill, Veteran’s programs, scholarships, grants, or other subsidies are eligible for the Tuition Reimbursement Program, but reimbursement can only be applied to the amount not covered by other sources of financial aid. Employees who fail to report alternative sources and amounts of financial aid, will be liable for return of the reimbursement award.
      • Employees must pay the educational institution directly according to the institution’s procedures and deadlines. Millennium Health will not make payments directly to the institution and will not provide loans for upcoming courses.

Employment At Will

Employment with Millennium Health (“Millennium Health”) is “at-will.” Nothing in this policy may be construed as creating any contractual or other rights regarding employment, a leave of absence, reinstatement following a leave of absence or any other rights not provided by applicable law.

Millennium Health reserves the right, without having to consult any employee and without receiving any employee’s agreement, to change, suspend, or discontinue this policy, in whole or in part, with or without notice, and to make all final decisions as to its meaning and application.

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