Supervisor s Guide for Using the On-line Tuition Waiver Application Process

Transcription

1 Supervisor s Guide for Using the On-line Tuition Waiver Application Process Overview The UNC System Tuition Waiver Application has historically been a paper process whereby the eligible employee completes the request, submits the form to their supervisor for approval and then routes the request to the Office of Human Resources Benefits Department for eligibility check and final approval. The tuition waiver for eligible employees of UNC Chapel Hill can be used in two different ways: for a class taken at UNC Chapel Hill, or for a class taken at another UNC System institution. The on-line tuition waiver application process allows a UNC Chapel Hill employee the ability to submit the tuition waiver request electronically to their supervisor for approval. Then the application is routed electronically to OHR Benefits for eligibility check and approval, and then it is either routed to the UNC Cashier s Office if the course is taken at UNC Chapel Hill, or it is routed back to the employee if the employee is taking a course at another UNC System institution. It is the responsibility of the employee to deliver the tuition waiver form to the other institution by that institution s due date. The on-line tuition waiver application process URL is located on the Office of Human Resources Benefits Department web-site: URL: Access to the on-line tuition waiver application process is through UNC Single Sign-On technology. Related References Tuition Waiver Policy Taxability of Educational Assistance Benefits

2 On-line Tuition Waiver Application Instructions for Employee 1. The On-line Tuition Waiver URL appears on the Office of Human Resources Benefits department web-site at hr.unc.edu/benefits 2. Click on the URL to access the application s Single Sign-On page. 3. Enter the onyen and password, and click on Sign in.

3 4. Select the institution where the applicable course will be taken. 5. Read and acknowledge the Certification. Click on Next.

4 6. The employee s name, UNC address and PID will automatically populate on the form. 7. The employee may enter an alternate address in the Preferred field if s/he wishes to receive follow-up notifications regarding the tuition waiver request at the alternative address. 8. The employee enters his/her phone number and department supervisor s address twice to ensure the address is valid. The department supervisor is the individual who will approve the tuition waiver request at the department level.

5 9. The user selects the radio button for the type of request, the academic term for which the course is requested and the academic year to which the waiver applies. 10. The user selects the number of waivers already used during the applicable academic term. 11. The user indicates if the course is offered at the Friday Center. 12. If the course is a Carolina Course Online or Self-paced, the user will be asked to provide information about the course begin and end dates. 13. The user enters course details.

6 It is important that the employee requesting the tuition waiver communicates clearly with his/her supervisor to ensure approval for time away from work if the course is taken during the employee s normal work schedule. 14. The user is required to indicate by checking yes or no, if the course is scheduled during the employee s normal working hours. Once the form is complete, the user clicks on Next.

7 Courses for which an employee receives academic credit may be considered taxable income if the employee receives more than a certain amount in assistance per calendar year. The user should read the Checklist for Taxability of Tuition Waiver statement and select the correct answer for each question that appears, based on his/her specific situation. The responses below are only for illustrative purposes.

8 15. The employee s signature is required on the form s Signature text box, and the user can use a mouse or finger swipe (if the device accommodates the technology) to sign the waiver request. Once signed, the user clicks on Submit Form.

9 The request is submitted electronically, to the user s supervisor. The user receives the following confirmation that the electronic form was submitted. The user also receives a confirmation stating the request has been sent to the supervisor.

10 On-line Tuition Waiver Application Instructions for Supervisor 16. After the tuition waiver request is submitted, the employee will receive an from OHR- Benefits, confirming that the tuition waiver was submitted. 17. The supervisor listed on the employee s tuition waiver form will receive an from the Office of Human Resources, stating that a tuition waiver has been submitted for approval. The contains a request ID number and details about the request. IMPORTANT: the supervisor should note the course schedule, and discuss arrangements with the employee if the course is scheduled during the employee s regular work hours. 18. There is a click here link in the first sentence of the . The supervisor should click the link to access the tuition waiver request for review and consideration.

11 19. The supervisor will be redirected to the Single Sign-On page, where the onyen and password should be entered, and then the user clicks on Sign in.

12 20. The Tuition Waiver Approval Form loads with the employee s data pre-populated.

13 21. The supervisor, after reviewing the request, should approve or deny the request. If the request is denied, a comments box (Deny Reason) will appear, and content is required. The supervisor enters comments, signs in the Signature box using a mouse or finger swipe, and clicks on Submit Form.

14 22. If the request is approved, the supervisor selects Approve this Request, signs, and clicks on Submit Form.

15 23. A notice of submission appears on the next page. 24. The supervisor receives an from the Office of Human Resources stating the tuition waiver has been submitted for approval, and that the supervisor s approval process is complete. 25. If the tuition waiver request is approved by the supervisor, the employee receives an notification stating that the supervisor has completed the approval and the request has routed to the Office of Human Resources Benefits Dept. for final approval.

16 26. If the tuition waiver request is denied by the supervisor, the employee receives an notification that the supervisor has denied the request. A reason for denial is included in the This completes the supervisor approval/denial process.