Employee Tuition Assistance: Frequently Asked Questions

What is the Employee Tuition Assistance Program?

The Employee Tuition Assistance Program provides reimbursement of tuition for eligible classes taken at Duke or any other higher educational institution accredited by a regional accreditor recognized by the U.S. Department of Education (USDE). This program provides reimbursement of tuition for a maximum of three classes per semester or quarter (limit nine courses per calendar year) up to $5,250 per calendar year for full-time employees with at least six months of continuous service. More details about program eligibility are available here.

How can I determine if I am eligible for tuition assistance through ETAP?

You are able to determine if you are eligible for the Employee Tuition Assistance Program by accessing your Duke@Work online account. An active link for the program under the My Benefits tab is an indicator you have met the service eligibility requirements and will be able to submit an application. Please note, however, courses that begin prior to your 6-month anniversary are not eligible for reimbursement.

Is my child or other family member eligible for this program?

No. ETAP is for the reimbursement of tuition expenses incurred by eligible employees only.

I will reach my six (6) months of continuous service in December. Can I apply while finishing classes, then request reimbursement after completing the classes?

No, the ETAP policy will not reimburse a class that begins prior to an employee’s 6-month anniversary.

Course Eligibility

What courses are eligible for reimbursement through ETAP?

All courses must be provided by an institution holding regional accreditation and must provide academic credit that can be used towards earning a degree. These courses must also be related to your current job or future career growth at Duke.

Does my supervisor need to approve my application?

Yes, your courses should be reviewed by your supervisor and documented in your professional development plan.

To be eligible for tuition reimbursement, do I have to be enrolled as a "degree seeking" student or can I just take a career-relevant class?

Eligible courses must provide academic course credit that can be used towards earning a degree and must be related to your current job or future career growth at Duke.

How and when do I apply?

You must submit your application through Duke@Work prior to requesting reimbursement and within 90 days of the last day of class.

Please remember that the ETAP reimbursement process is a 2 Step Process.  You must first submit your ETAP application for supervisor approval.  We strongly encourage you to submit your ETAP application BEFORE the last day of class to allow sufficient time for your ETAP approvers to approve your ETAP application form (Step 1) so that you can submit the ETAP Reimbursement form (Step 2) within 90 days following successful completion of your course.

If you are interested in participating in the program, you should first discuss your professional development plan with your supervisor. Once you and your supervisor have agreed upon a course or courses that are related to your current job or will enable continued career growth at Duke and this is documented in your professional development plan, you should complete and submit your application through the MyBenefits section of Duke@Work. The application will automatically be routed to your supervisor along with any additional required approvers. You will receive automated emails indicating the status of your application request as it moves through the approval process.

Note about nontraditional schedules: If your courses have varied start and end dates and you wish to be reimbursed after the completion of each individual course, then submit a separate application for each course.

If you experience any issues accessing Duke@Work, please ensure that you are using the most up-to-date version of your web browser and disable (turn-off) pop-up blockers. Duke OIT and Duke Health IT have a knowledge base article that may be helpful to review.

How do I ensure that my ETAP Application (Step 1) is routed to my correct supervisor?

When you start a new ETAP Application (Step 1), verify under Employee Details that the correct supervisor is listed. If the name of your supervisor is incorrect, you will need to contact your department Payroll Representative to have them update your supervisor relationship. Once the supervisor has been updated, you can submit your ETAP Application so that it will route to the correct ETAP approver. If you have already submitted the ETAP Application but it’s routing to the wrong supervisor, reverse the application. Contact your department Payroll Representative to correct your supervisor relationship before you resubmit your ETAP application.

What happens if my supervisor doesn’t approve my ETAP Application (Step 1) within 90 days following successful completion of my course (last day of class)?

ETAP reimbursement forms (Step 2) that are not submitted by the employee within 90 days following successful completion of the course will be rejected and will not be processed. We recommend that you submit your ETAP Application BEFORE your last day of class to allow sufficient time for your ETAP application to be approved. It is the employee’s responsibility to follow up with their ETAP approvers who have not yet approved the ETAP application BEFORE the last day of class to ensure that the ETAP Reimbursement form can be submitted within 90 days from last day of class.

Where can I get assistance using Duke@Work?

If you do not use Duke@Work frequently, these helpful tips are listed below for you:

• If you experience any issues accessing Duke@Work, please ensure that you are using the most up-to-date version of your web browser and disable (turn-off) pop-up blockers. Duke OIT and Duke Health IT have created a knowledge base article to assist you.
• Step-by-step instructions are available to Apply for ETAP Benefits and Request Tuition Reimbursement Payment.
• Supervisors and managers may refer to the Departmental/Manager page for Duke@Work instructions including the review and approve of application requests and the creation or change of a primary approver.
• If you need any additional help, please contact the HRIC at 919-684-5600.

What courses are reimbursable?

To be eligible for reimbursement, courses must meet the following guidelines:

• Must be related to the employee's current job or continued career growth at Duke
• Must provide academic course credit that can be used towards earning a degree
• Must be listed in the institution's course catalogue
• Must be taken at Duke, Watts College of Nursing, or any other higher educational institution with regional accreditation recognized by the U.S. Department of Education (USDE)
• Must be documented as part of an employee's professional development plan
• Must be completed with a grade of "C" or better; or "Pass" or “Satisfactory” if a letter grade is not provided

Eligible courses include classroom, online or distance learning, and ESL (English as a Second Language). Ineligible courses include certificate programs that do not grant academic credit towards a degree.

How do I know if a school is accredited by the U.S. Department of Education (USDE)?

A list of schools accredited by the U.S. Department of Education (USDE) is available online or by calling 1-855-831-9922.

Are there Duke programs for which I could use my Employee Tuition Benefit?

Yes. Among them is Duke's Graduate Liberal Studies (GLS) Program -- an interdisciplinary master's degree that can be completed either full- or part-time and that counts many Duke employees among its alumni. Created with working adults in mind, the GLS program offers reduced tuition and the ability to self-design a course of study. It can therefore be well tailored for employees wishing to work while taking advantage of the Employee Tuition Benefit. For more information, visit the Graduate Liberal Studies at Duke website.

Can I use the Employee Tuition Assistance Program for a certificate/certification program or a research course?

Certification programs that do not grant academic credit towards a degree are not eligible for tuition reimbursement. One semester of coursework that is solely research is eligible for tuition reimbursement, provided the course is in pursuit of a Master's thesis or Doctoral dissertation.

Is there financial assistance available to help me pay for the upfront tuition cost?

There are many financial aid programs available at schools. For instance, Durham Technical Community College, North Carolina State University, University of North Carolina - Chapel Hill and North Carolina Central University offer loans and in some cases, grants and scholarships to part-time students. More details are available on each of these schools' web sites.

Is there a dollar maximum or course maximum that can be reimbursed?

Yes, reimbursement is available for a maximum of nine courses per calendar year with a maximum of three courses taken in any one semester/quarter (i.e. spring, fall, summer). The maximum that can be reimbursed in a calendar year is $5,250. Reimbursement is limited to incurred tuition expenses. Transportation costs, late fees, parking costs, graduation fees, examination fees, textbooks, supplies, registration fees, student fees, and other similar costs are not eligible for reimbursement.

Is there a grade requirement to receive tuition reimbursement?

Yes, the approved course must be successfully completed with a "C" or better in a course where a letter grade is provided or official documentation from the school that the course offers "Pass" or "Satisfactory" for coursework where a letter grade is not used. An "Incomplete" is unreimbursable until a final grade is issued.

Will I have to repay the money if I leave employment at Duke?

As part of the application process, you must agree to remain at Duke for two years following a total reimbursement of $2,500 or more. If you voluntarily terminate employment before completing two years of service, you must repay 50 percent of the amount reimbursed over $2,500. Repayment amounts may be deducted from your final paycheck(s). Refer to the chart below for an example of the repayment calculation.

Repayment Calculation Example:
Employee's last day worked: April 8, 2024
Two year look back period: April 8, 2022 to April 8, 2024

How and when do I request reimbursement?

Requests for reimbursement (ETAP Reimbursement Form- Step 2) must be submitted through the Duke@Work web portal within 90 days following completion of the pre-approved course(s). Assistance with Duke@Work is available by contacting the HRIC at 919-684-5600. If you do not submit the required documentation within 90 days of course completion, you forfeit the reimbursement.

The Duke@Work web portal will guide you through the reimbursement process, which can be completed in three (3) easy steps:

1. Print a Reimbursement Form to send/hand-deliver to your school for completion or obtain an itemized bill that includes proof of payment and tuition cost (exclusive of fees);
2. Obtain your grade records - a report card or screenshot from your school’s web portal is sufficient; and
3. (a) submit your proof of payment and (b) successful completion via the “Upload Request for Reimbursement” link at Duke@Work.

You must be in an actively at work employment status, with a work schedule of at least 30 hours per week, at the time reimbursement is requested and made. Payments must be processed prior to the last day worked. For this program, a leave of absence with pay is considered to be actively working. Enrollment in direct deposit is required; otherwise, a reimbursement will not be processed.

How can I check the status of my ETAP application or reimbursement request?

Employees can check the status of their forms at any time in Duke@Work. On the MyInfo tab, under the Helpful Links section on the far right, click the "My Forms" link. You can view your applications and reimbursement requests anytime.

If I apply for tuition reimbursement in January 2025, for a class that ends 12/22/24 would that be considered 2024 tuition or 2025?

Reimbursement is available for a maximum of nine courses per calendar year with a maximum of three courses taken in any one semester/quarter (i.e. spring, fall, summer). The maximum that can be reimbursed in a calendar year is $5,250. A course taken in 2024 counts toward the 2024 calendar maximum. However, if the reimbursement is paid in 2025, taxability is determined based on when the reimbursement is paid.

While the ETAP benefit is not considered taxable income for most eligible employees, any amount reimbursed which exceeds the program maximum in a calendar year ($5,250) will be taxable in accordance with IRS regulations. Taxability is determined based on the date that the reimbursed payment is issued; there may be instances where reimbursements are issued in a different tax year from which the courses were taken. Each taxable payment will be flat taxed at the supplemental tax rates effective for the calendar year that the payment is made.

If you experience any issues accessing Duke@Work, please ensure that you are using the most up-to-date version of your web browser and disable (turn-off) pop-up blockers. Duke OIT and Duke Health IT have a knowledge base article that may be helpful to review.

How will I receive my tuition reimbursement payment?

After your tuition reimbursement has been approved in Duke@Work by the Duke Benefits Department, your payment will be issued on your next available pay date (see pay dates). You will receive a confirmation email with payment details, including the amount, pay date and taxability (if applicable).

Tuition reimbursement will be paid in your regular paycheck. A descriptor on your pay statement beginning with "ETAP" will identify the type and amount of payment.

Will I have to pay taxes on the money I am reimbursed?

While the ETAP benefit is not considered taxable income for most eligible employees, any amount reimbursed which exceeds the program maximum in a calendar year ($5,250) will be taxable in accordance with IRS regulations. Taxability is determined based on the date that the reimbursed payment is issued; there may be instances where reimbursements are issued in a different tax year from which the courses were taken. Each taxable payment will be flat taxed at the supplemental tax rates effective for the calendar year that the payment is made. Consult a tax professional for more details. Please note: IRS guidelines allow employees to exclude up to $5,250 from taxable income per calendar year for tuition reimbursement programs such as this one. If you receive tuition assistance outside of this program, within Duke or external, please let HR-Benefits know so the amounts received under this program can have taxes withheld, as needed.

Please note: The year in which the course begins is the year/semester/quarter used to determine tuition reimbursement eligibility.

How will a scholarship/grant affect my tuition reimbursement?

If a scholarship/grant is not designated towards tuition and is not greater than the cost of books and fees, then the scholarship/grant has no impact on the Employee Tuition Assistance Program reimbursement.

If a scholarship/grant is not designated towards tuition and is greater than the cost of books and fees, then the amount exceeding the cost of books and fees will be deducted from the Employee Tuition Assistance Program reimbursement.

If the scholarship/grant is designated towards tuition, then the scholarship/grant will reduce the amount of the Employee Tuition Assistance Program reimbursement on a dollar-for-dollar basis.

If more than two courses are being taken, scholarships/grants will be applied towards the cost of all of the courses in order for the employee to get the maximum tuition reimbursement for which they are eligible.

If a scholarship/grant is received, the employee is to provide a receipt for the cost of books upon submission of all completed documentation to Benefits.

Can I be reimbursed for taking classes out of state?

Yes, you can be reimbursed for taking classes out of state as long as the educational institution is accredited by a regional accreditor recognized by the U.S. Department of Education (USDE).

If I am on a leave of absence, can I participate in the Employee Tuition Assistance Program?

If you are on a leave of absence, you are not eligible to apply or participate in the program. However, if you apply and receive approval to participate in the program prior to your leave of absence and return from your leave prior or on the start date of your class, you would be eligible for reimbursement of tuition upon successful completion of the course. Please Note: When you apply for this benefit, you must be actively working and in a benefits-eligible status. You must also be actively working and in a benefits-eligible status on the date your reimbursement request is submitted. A leave of absence with pay is considered to be actively working. In addition, if you take an intermittent leave of absence and continue to work 30 or more hours per week, you are eligible to participate in the program during your leave of absence.

If you are a regular full-time faculty member who is on a sabbatical leave approved in writing by Duke, you will be considered to be employed as a regular full-time employee. Likewise, if you are a regular full-time faculty member or regular full-time non-faculty employee who is on a long term disability leave approved in writing by Duke, you will also be considered to be actively at work as a full-time employee or faculty member for as long as you are actually receiving benefits under the Disability Program.

Where do I go for more information?

You can find more information online or by calling Duke Benefits at (919) 684-5600.