Skip to main content
  • Duke@Work
  • About HR
  • Managers
Home

Human Resources

Search form

  • Careers
    • Search/Apply for Jobs
    • Frequently Asked Questions
    • Duke Temporary Service (DTS)
    • About Duke
    • Job Descriptions
    • Affirmative Action & Nondiscrimination
  • Benefits
    • Medical, Dental, & Vision Benefits
    • Reimbursement Accounts
    • Employee Discounts
    • Retirement Plans
    • Time Away From Duke
    • Educational Benefits
    • Family-Friendly Benefits
    • Financial Security Benefits
    • Benefits Unique to Duke
    • Employee Appreciation
    • Benefits Enrollment
    • Summary Plan Descriptions & Required Notices
  • Health & Wellness
    • Get Moving Challenge
    • LIVE FOR LIFE
    • Wellness Expo 2018
    • Health Assessments
    • Farmers Market
    • Mobile Farmers Market
    • Duke Fitness Club
    • Run/Walk Club
    • Exercise & Fitness
    • Mental Health & Stress
    • Personal Assistance Service (PAS)
    • Health Coaching Programs
    • Nutrition Programs
    • Tobacco Cessation Resources
    • DukeWELL
    • Employee Occupational Health & Wellness (EOHW)
    • Workers' Compensation
  • Compensation
    • Pay Statements
    • Pay Schedules & Forms
    • Take Home Pay Calculator
    • Pay Ranges & Job Classifications
  • Training
    • Learning Management System
    • Course Offerings
    • Special Development Programs
    • Career Resource Center
    • Consulting & Organization Development
    • Location & Facilities
  • Policies
    • Recruitment, Hiring, & Transferring
    • Diversity & Institutional Equity
    • Workplace Expectations & Guidelines
    • Staff Development
    • Benefits
    • Pay Administration
    • Payroll
    • Time Away From Duke
    • Workplace Health & Safety
    • International
    • Definitions
  • Forms
    • Benefits Forms
    • Manager Forms

You are here

  • Home
  • Benefits
  • Educational Benefits
  • Employee Tuition Assistance
  • Reimbursement

Employee Tuition Assistance: Reimbursement

Retention Agreement

Participants must agree to remain at Duke for two years following reimbursement of $2,500 or more. If you voluntarily terminate employment before completing two years of service after receiving your last tuition reimbursement from Duke, you must repay 50 percent of the total amount reimbursed over $2,500.

Getting Reimbursed

Once your application has been approved and after you have completed the course, you have 60 days from your course completion date to submit your reimbursement through Duke@Work.  The Duke@Work web portal will guide you through the steps for reimbursement. Your reimbursement request can be completed in 3 steps:  1) Print a Reimbursement Form to send/hand-deliver to your school for completion or submit an itemized bill; 2) obtain your grade reports – a download or screenshot from your school is sufficient; and 3) submit your grades and Reimbursement Form or itemized bill through the link called, “Upload request for reimbursement” on Duke@Work. Step-by-step instructions on how to request a tuition reimbursement payment for approved coursework are available here. If you need assistance using Duke@Work, please review the frequently asked questions.

Requests for reimbursement must be submitted through Duke@Work within 60 days following successful completion of the course.

Employees are required to have direct deposit for reimbursement.

Please Note: Participants 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 made.  For this program, a leave of absence with pay is considered to be actively working.

Reimbursement Process

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 will be 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

Reimbursement payment:

  • 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)

Taxability

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.

Benefits

  • Medical, Dental, & Vision Benefits
    • Medical Insurance
      • Plan Comparison (2019)
      • Plan Comparison (2018)
      • Premiums (2019)
      • Premiums (2018)
      • Questions to Ask
      • HMO Plans
      • PPO Plans
      • Medical Benefits Abroad
      • Retiree Health Insurance
        • Duke Plus
        • Early Retiree Health Plans
      • Health Management Programs
      • Infertility Benefits
      • Bariatric Surgery
      • 1095-C Tax Form
    • Dental Insurance
      • Plan Comparison (2019)
      • Plan Comparison (2018)
      • Premiums (2019)
      • Premiums (2018)
    • Vision Insurance
      • Plan Chart (2019)
      • Plan Chart (2018)
      • Premiums (2019)
      • Premiums (2018)
      • How to Use the Plan
    • Pharmacy Benefits
      • Covered Drugs
      • Frequently Asked Questions
      • Retail Pharmacy Vaccinations
    • Mental Health & Substance Abuse Benefits
      • Providers
      • Treatment of Autism Spectrum Disorder
    • Enroll/Make Changes
    • Coverage & Eligibility
    • Find a Network Provider
    • Privacy Practices
    • Required Notices
  • Reimbursement Accounts
    • Your Personal Account
    • Health Care Account
      • How to File a Claim
      • How to Manage Your Account
      • Health Care Card
      • Eligible & Ineligible Expenses
      • Orthodontia
      • IRS Rules
      • Frequently Asked Questions
      • IIAS-Compliant Merchants
    • Dependent Care Account
      • How to File a Claim
      • What's Covered?
      • Managing Your Account
      • IRS Rules
    • How the Plan Works
    • EZ Receipts Mobile App
    • Appeal a Denied Claim
    • When Participation Ends
    • Legal Information
  • Employee Discounts
    • Vendor Information
  • Retirement Plans
    • Retirement Plan Redesign
      • Fidelity Participants
      • TIAA Participants
      • VALIC Participants
      • Vanguard Participants
      • Retirees, Former Employees, & Beneficiaries
      • New Investment Lineup
        • Self-Directed Brokerage Account (BrokerageLink®)
        • TIAA Traditional Special Enrollment
      • Mapping Strategy
      • Key Dates
        • Blackout Period
      • Frequently Asked Questions
        • Retirees, Former Employees, and Other Participants
        • How to Transfer Balance(s) to Fidelity
      • Your Options for Future Contributions and Account Balances
    • Enroll or Make Changes
      • Enroll in Your Duke Retirement Plan
      • Making Changes
      • Roth 403(b) Contributions
      • Vesting of Duke's Contribution
      • Transfer Funds
      • Request a Withdrawal or Loan
    • About Duke's Plans
      • Employees' Retirement Plan (Non-Exempt)
      • Faculty/Staff Retirement Plan (Non-Exempt)
      • Faculty/Staff Retirement Plan (Exempt)
        • Duke's Contribution
        • Service Requirement Waiver
      • 457(b) Deferred Compensation Plan
    • Tiered Investment Choices
      • Target Date Funds
      • Your Default Investment Options
      • TIAA Traditional Annuity
    • Investment Carriers
    • Investment Performance
    • Retirement Planning Guide
    • Frequently Asked Questions
    • Retirement Enrollment Seminars
    • Additional Resources
  • Time Away From Duke
    • Holidays, Vacation & Sick Time (University)
      • Holiday Schedule (2019)
    • Paid Time Off (DUHS)
      • How it Works
      • Time & Attendance
      • Swipe & Go
      • Policies
      • Banks
      • Frequently Asked Questions
      • Glossary
    • Leaves of Absence
      • Employee Family Medical Leave (University)
      • Family Member's Medical Leave (University)
      • Employee/Family Member Medical Leave (Health System)
      • Care for Injured Service Member (FMLA)
      • Qualifying Exigency (FMLA)
      • Leaves of Absence: Effects on Benefits
    • Paid Parental Leave
      • Frequently Asked Questions
    • Kiel Memorial Vacation/PTO Donation Program
      • Important Timelines
      • Donations
      • Recipients
      • Frequently Asked Questions
    • Other Work Absences
  • Educational Benefits
    • Employee Tuition Assistance
      • Eligibility
      • How to Apply
      • Reimbursement
      • Departmental/Manager Responsibility
      • Frequently Asked Questions
    • Children's Tuition Grant
      • How to Apply
      • Employee Eligibility
      • Child Eligibility
  • Family-Friendly Benefits
    • Lactation Rooms
    • Duke Child Care Partnership
    • Duke Camps
    • Duke Children's Campus
      • Part Time Childcare Procedures
      • Wait Pool Registration
    • The Little School at Duke
      • Wait Pool Registration
    • Choosing Child Care
    • Child Care Tuition Subsidy
    • Flexible Work Options
      • Flextime
      • Telecommuting
      • Compressed Work Schedules
      • Job Sharing
      • Abbreviated Schedule or Part-Time Work
      • 10- and 9-Month Arrangements
      • How to Introduce
      • Guidelines for Success
      • Frequently Asked Questions
  • Financial Security Benefits
    • Financial Fitness Week 2018
      • Presentations
    • Plan Comparison
    • Disability Benefits
      • Duke Disability
        • Eligibility
        • When Am I Covered?
        • Filing for Benefits
        • Amount of Coverage
        • Benefits While Disabled
        • Frequently Asked Questions
      • Voluntary Disability
        • Short Term Disability
        • Long Term Disability
        • Choosing Coverage
        • Enrollment
        • Cost
        • Frequently Asked Questions
      • Department Manager & Payroll Representative Info
    • Life Insurance
      • Basic Life Insurance
      • Supplemental Life Insurance
        • Supplemental Life Insurance Rate Table
      • Personal Accident Insurance
        • Eligibility
        • Coverage
        • Benefits
      • Business Travel Assistance
        • Stateside Travel
        • Travel/Accident Insurance
      • Universal Life Insurance
      • Insurance Certificate
      • Post-Retirement Group Term Life Insurance
      • Survivor Benefit
      • Plan Information
      • Your ERISA Rights
    • Long Term Care Insurance
    • Property Insurance
    • Duke Credit Union
  • Benefits Unique to Duke
  • Employee Appreciation
    • Duke Appreciation 2018
      • Duke Dines Out at Local Restaurants
      • Duke Goes Out
    • Diversity Award
    • Presidential Award
    • Teamwork Award
    • Career Service Awards
  • Benefits Enrollment
    • Information for 4th Quarter (Oct - Dec) New Hires
    • Contact a Plan Provider
    • When Can I Enroll?
    • Life Events Information
      • Getting Married
      • Getting Divorced
      • New Child
      • Death in the Family
      • Leaving Duke
      • Layoff Candidate
    • Same Sex Spousal Equivalent Information
      • Reimbursement Accounts
    • Benefits Payroll Deduction Schedule
  • Summary Plan Descriptions & Required Notices
    • Summary Annual Report for the Welfare & Fringe Benefits Plan
    • Summary Annual Report for the Duke Faculty and Staff Retirement Plan

Human Resources

Duke Human Resources
705 Broad St. Box 90496
Durham, NC 27705
Phone: (919) 684-5600
Have questions?

Follow Us
  • Facebook
  • Twitter
  • Linkedin
  • Youtube
Duke University
  • Duke University
  • Working@Duke