Employee Tuition Assistance Program FAQ

Service Audience:
  • New Employee
  • Current Employee
  • Supervisor
  • Faculty

Frequently asked questions regarding Employee Tuition Assistance Program (ETAP)


Coursework or the degree program must be directly related to the job for which the employee is employed during his or her participation in the Plan.

Prospective job duties are duties, or position, that an employee may be reasonable able to attain at a future date.  These duties must be in alignment with current department functions. 

Example:  An employee working as an Administrative Assistant in the College of Science may have prospective duties that involve accounting, grant management or grant writing.  This employee could seek a degree that would increase their competency in any of these prospective duties.


Tuition assistance will not apply to room and board charges, textbooks and supplies, any other cost of instruction, tuition and fees for non-credit courses, Executive MBA or other executive degree programs, UT Online Consortium classes taken at other UT System schools, classes offered through the Division of Enterprise Development. With the exception of accelerated online courses, tuition assistance is available on campus, online classes and hybrid classes. Tuition assistance is not applicable for auditing classes. Tuition assistance cannot be combined with any other waiver, financial aid award, or scholarship for which an individual may be eligible. Employees’ spouses, children and other family members are excluded from the Employee Tuition Assistance Plan.

The Plan provides for reimbursement of resident tuition only (with the exception of statutory tuition at then current rate) following successful completion of graduate or undergraduate coursework and submission of required forms and supporting documents. Fees and other non-tuition charges are not eligible for reimbursement.  Additional information on tuition and fees is available through Student Financial Services.

Yes, with the exception of accelerated online courses, tuition assistance is available on-campus, online classes and hybrid based for-credit courses. Tuition assistance is not applicable for auditing classes.

No, dependent children and/or spouses are not covered.

You should resubmit the form with a copy of the transcript showing the final grades for the semester to your supervisor for approval within thirty (30) days of the end of the semester.

Once Business Affairs have verified all the required documents from your supervisor, a credit will be applied to your student account.   Normal processing rules will apply at that point.

No.  The ETAP is to be used for on-campus courses found in the UTA official course schedule.

Tuition assistance cannot be used in place of any other tuition waiver, grant, or scholarship that an employee receives. However, in the event an employee receives a partial tuition waiver, grant or scholarship, tuition assistance may be used for the remaining tuition expenses.

As long as you meet the benefits eligibility requirement, you do qualify for ETAP.

You must maintain Successful Academic Progress (SAP) for all credit hours requested under the plan.

The employee is eligible to receive reimbursement only for courses in which he/she received a grade of at least:

  • “C” (2.0 grade points) or higher for undergraduate courses;
  • “B” (3.0 grade points) or higher for graduate courses.

In order to continue to be eligible under the Plan the employee must meet the following standards of requirements:

1.   Maintain a GPA of:

2.5 as an undergraduate student
3.0 as a graduate student; and

2.   Receive a final grade for each course. An employee is not eligible for reimbursement or to continue participating in the Plan if the employee has a grade of “Incomplete” or “Withdrawal”.


The Registrar's Office will determine GPA.  To calculate GPA the registrar will use all coursework completed, including the courses where an employee’s grades caused her/him to lose eligibility, plus all the coursework completed after the term where the employee became ineligible to receive tuition assistance. The registrar’s determination of eligibility for the next term will be final.

The classes that occur during Summer terms are condensed and would take an employee away from the work area for more than three hours in one week.

The supervisor only approves individual classes if the employee is a not seeking a specific degree. 

If the employee is seeking a degree, and the degree is related to the current or prospective job duties, than the supervisor is approving the program as a whole. 

Example:  Employee is seeking a job related Bachelor's degree in Accounting.  Part of the requirements of this degree may be to take a general science class.  The degree is approved as work related, therefore the class may be covered by the ETAP.

The same is true for classes taken during the normal work hours. 


No, you are not required to use this benefit.

This agreement begins the first of the month following completion of the coursework.

In this scenario the agreement would end on February 2019 or 6 months following the program completion date.

Fall 2016 9 Hours Jan 2017 to Sept 2017
Spring 2017 9 Hours June 2017 to Feb 2018
Summer 2017 6 Hours Sept 2017 to Feb 2018
Fall 2017 9 Hours Jan 2018 to Sept 2018
Spring 2018 9 Hours June 2018 to Feb 2019
Summer 2018 3 Hours Sept 2018 to Nov 2018

Questions regarding plan participation and eligibility should be directed to HR Benefit Services at benefits@uta.edu

Questions regarding the reimbursement process or student accounts should be directed to Student Financials at studentfinancials@uta.edu

Contact Us: askhr@uta.edu