How and When to Apply
Applications must be submitted through the MyBenefits section of Duke@Work before the beginning of each semester/quarter for classes that you are requesting reimbursement or you will not receive reimbursement. Classes with different start and end dates must be submitted on separate applications in order to avoid processing complications and potential denial of your reimbursement requests.
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 the application through the MyBenefits section of Duke@Work. Your application will automatically be routed to your supervisor for review and approval. Duke@Work will send emails to you as your application moves through the review process.
Note: DUHS applications will also be routed to the staff member's Associate Operating Officer or equivalent for review and approval.
Prior to the first day of class:
- Enroll in direct deposit, if not currently enrolled
- Discuss course approval with your supervisor/manager
- Submit your application through Duke@Work before classes begin or you will not receive reimbursement. Classes with different start dates must be submitted on separate applications in order to avoid processing complications and ultimate denial of your reimbursement requests.
- Your application will then be routed to your manager(s) for approval through the iForms workflow process
- You will receive an email about application status/approval from Duke@Work
- You may also view the status of your application at any time in the MyBenefits section of Duke @Work
After your school's Drop/Add period ends:
- Provide Reimbursement Form to your school. This form is also available at Duke@Work.
- School completes Reimbursement Form certifying tuition amount, scholarships/grants designated and undesignated for tuition
Within 60 days of your course end date:
- Submit the following documents through the “Upload request for reimbursement” link at Duke@Work:
- Reimbursement Form completed by attending school or an itemized bill
- Proof of grades (a downloaded grade report or screenshot from your school’s web portal is sufficient)
- You will not receive reimbursement if you do not submit required documentation through Duke@Work within 60 days of course end date nor if you have not enrolled in direct deposit
Note: If you receive an undesignated scholarship/grant, a receipt for textbooks is required with your submission for reimbursement on Duke@Work.
Within 2 weeks of your submission of all required items:
- HR-Benefits reviews your submitted documentation, and approves payment in accordance with program provisions
- Once approved by HR-Benefits, tuition reimbursement payment is issued in your next available paycheck (refer to pay schedules)
You will receive a confirmation email with payment details, including the amount, paycheck date and taxability (if applicable). Please note: Non-compliance with the above application process may result in denial of benefits/tuition reimbursement.