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University Personnel Tuition Procedures - Students

The University provides tuition benefits for eligible University personnel, their spouses and children; for members of the CES Commissioner’s Office, their eligible spouses and children; for military personnel while assigned to campus, their eligible spouses and children; for retired full-time personnel, their eligible spouses and children; and for the eligible spouses and children of deceased full-time personnel.

Full-time personnel become eligible to receive tuition benefits upon hire in conformity with semester/term add/drop deadlines. Spouses and children become eligible to receive tuition benefits when university personnel are at least age 30, or have five years of eligible service. University personnel previously employed full-time with Church Educational System units may count those years of participation in the Deseret Mutual Master Retirement Plan toward tuition benefits eligibility for spouse and dependents.

Tuition benefits are available for a particular semester or term if the eligible university employee is hired by the add/drop deadline specified in the Class Schedule. If full-time personnel are hired on or before that date, benefits are available for that semester or term. If personnel terminate after that date, benefits are available for that semester or term. Benefits are not available if the hire date is after the add/drop deadline or if personnel terminate on or before that date. The add/drop deadline also applies in situations of marriage or divorce.

Part-time personnel, adjunct faculty and their family members are not eligible for tuition benefits.

Eligibility for tuition benefits does not constitute admission to the university. Before class registration can occur, participants must be properly admitted through either Student Services (Admissions) or the Evening Classes Office.

Tuition benefits will apply only to the following BYU programs:

  • Day school
  • BYU-Idaho (available only to eligible children)
  • Evening classes
  • Classes taken for official audit
  • Conferences and Workshops credit courses (available only to employees and spouses—not children)
  • Salt Lake Center credit courses
  • Study Abroad (generally available only to eligible spouses and children)
  • Jerusalem Center (generally available only to eligible spouses and children)
  • Independent Study courses (available only to active full-time employees-does not extend to spouses or children)

Regular tuition benefits are limited to direct tuition costs and will not apply to:

  • Any noncredit courses
  • Courses at BYU-Hawaii or LDS Business College
  •  Education Week
  • Conferences and Workshops seminars, conferences, or training classes not offered for credit
  • IT skills training classes
  • Fees (e.g., class fees, fees for challenge exams, fees for credit purchases, testing fees, fees for concurrent enrollment, late fees, discontinuance fees, fines, etc.)
  • Private lessons
  • Books, manuals, syllabi, food
  • Travel costs

UNIVERSITY PERSONNEL

The tuition benefit is applicable to undergraduate and graduate tuition.

Full-time University personnel may register for a limit total of six credit hours each semester or four hours in a term. During spring/summer terms, the hours limit total is six credit hours and may be divided into three credit hours per term or four credit hours in one term and two in another. Five or six credit hours may not be taken in one term. Any full-time employees who wish to take more than the allowed hours in a semester or term must petition the Benefits Tuition Committee.

Normally, for eligible University personnel, the tuition benefit will cover up to six credit hours each semester. In unusual cases where approval is given for employees to take more than the allowed hours, the employees will be required to pay tuition for any class hours over the hours limit. Exception: The tuition policy has been amended to allow employees enrolled in the EMBA Program to attend more than the normal six credit hours per semester and four credit hours per term and to allow that those hours to be paid by the tuition benefit.

Employees must obtain approvals from their Supervisor and Dean or Director before enrolling in classes that begin before 5:00 P.M., TBA classes, thesis hours or dissertation hours. The “Personnel Request for Class Attendance” form is used for this purpose. The completed form must be received in Benefits Services prior to the add/drop deadline of the semester so the tuition benefit can be posted to the Student Financial Account preventing classes from being deleted.  This form may be found on-line at http://www.byu.edu/hr/managers/forms/requests/personnel-request-class-attendance or from Benefits Services, D-240 ASB.

Administrative and staff personnel are expected to make up the time they are absent from work and to be in compliance with applicable wage and hour laws. Lunch periods may not be used for class attendance.

Employees who wish to enroll in Independent Study courses must complete a “Tuition Benefit for Independent Study” form. This form may be found on-line at http://www.byu.edu/hr/employees/benefits/tuition-benefit/tuition-benefit-independent-study or from Benefits Services, D-240 ASB. Once the completed form is received by Benefits Services, Independent Study and Benefits Services will coordinate the registration and payment of the course(s) for the employee. Employees will have 12 months to complete an Independent Study course and if available, may pay the fee for a one-time, three month extension. If a grade has not been received 15 months from the original registration date, the benefit will be rescinded and the employee will be financially responsible for the entire course cost and any accrued fees. While the Independent Study course does not need to be completed within regular day-time semester dates, if a course has not been completed before the start of the following semester or term, the course will count towards the next semester/term credit hour (6) limits.

Teaching faculty members not under contract to the University to work during a specific term or semester (usually spring or summer) may register for as many credit hours as their department permits without paying tuition. New faculty members generally may not register for classes before their regular appointment begins. An exception to this may occur with written approval from the Academic Vice President’s office.

With authorization from the Benefits Tuition Committee, University personnel on official professional development leaves of absence may register for unlimited credits without paying tuition during the approved leave. University personnel on disability leave may only take six hours of BYU classes during a semester unless participating in an approved vocational training program. University personnel on disability leave who are participating in an approved vocational training program may petition the Benefits Tuition Committee for an expanded tuition benefit.

The tuition benefit for full-time university personnel is generally exempt from taxation under provisions of the Internal Revenue Code (IRC); however, there may be situations in which tuition for graduate classes may be taxed.

SPOUSES OF UNIVERSITY PERSONNEL

Once spouses of full-time University personnel become eligible for tuition benefits and have been admitted as students, they may register for as many undergraduate or graduate credit hours as regular students without paying tuition. In the event that a spouse taking classes is hired full-time by the University, that individual’s “personnel” status supersedes their “spouse” status and the tuition benefits/limitations are administered accordingly.

The spouse tuition benefit for graduate courses may be a taxable benefit. The employee is required to submit a completed “Tuition Taxation Form” each semester that their spouse is enrolled as a graduate degree-seeking student. The completed form must be received in Benefits Services prior to the add/drop deadline of the semester so the tuition benefit can be posted to the Student Financial Account preventing classes from being dropped. This form may be found on-line at http://www.byu.edu/hr/managers/forms/other-forms/tuition-taxation or from Benefits Services, D-240 ASB.

Spouses and their children from previous marriages lose eligibility for tuition benefits if they become divorced from BYU employees or retirees.

CHILDREN OF UNIVERSITY PERSONNEL

Once children of full-time University personnel become eligible for tuition benefits and have been admitted as students, they may register for as many undergraduate credit hours as regular students. The maximum tuition benefit for eligible children is one-half the regular tuition amount even in situations where both parents are employed by BYU.

Tuition benefits at BYU-Provo or BYU-Idaho for eligible children (regardless of marital status) will be limited to: (1) the completion of the first undergraduate degree, (2) completion of 152 BYU-Provo/BYU-Idaho credit hours, or (3) age 30, whichever occurs first. Credit hours available from testing for language credit, Advanced Placement credit, or transfer credits from other institutions will not count against the 152 BYU credit hour limit.

Stepchildren are eligible for tuition benefits with the same rules as children as long as the employee who is the stepparent remains employed at (or retired from) BYU and continues to be married to the stepchild’s natural parent.

Children who are not legal dependents of University personnel (such as children raised and supported by University personnel over a period of years) may be eligible for a tuition benefit. Factors to be considered include who has custody of the child; who has financial responsibility for the child; whether or not and how long the child has been living in the home of University personnel; and other sources of support. Children who are living in a home for a temporary period of time, such as Indian Placement or foster children, are generally not eligible for tuition benefits. The Benefits Tuition Committee will review each case.

BYU personnel with children attending BYU-Idaho must notify BYU-Provo Benefits Services prior to the start of each semester so that the tuition benefit can be coordinated.

MILITARY PERSONNEL

Military personnel (and their spouses and children) while assigned to the University will be immediately eligible (not subject to the age 30 restriction) for tuition benefits on the same basis as University personnel, except that their surviving spouses and children are not eligible for benefits in the event of the death of the military personnel.

The tuition benefit for military personnel is generally exempt from taxation under provisions of Internal Revenue Code; however, the tuition benefit for spouses and children is a taxable benefit. As a result, a form 1099 will be issued for the value of the benefit.

UNIVERSITY RETIREES

After being admitted to the University, retirees may register for unlimited credit hours without paying tuition. Spouses and children of retirees will continue to be eligible for tuition benefits under the same provisions as family members of active University personnel.

The spouse tuition benefit for graduate courses may be a taxable benefit. The University retiree employee is required to submit a completed “Tuition Taxation Form” each semester that their spouse is enrolled as a graduate degree-seeking student. The completed form must be received in Benefits Services prior to the add/drop deadline of the semester so the tuition benefit can be posted to the Student Financial Account preventing classes from being dropped. This form may be found on-line at http://www.byu.edu/hr/managers/forms/other-forms/tuition-taxation or from Benefits Services, D-240 ASB.

SURVIVING SPOUSES AND CHILDREN OF DECEASED UNIVERSITY PERSONNEL OR RETIRED UNIVERSITY PERSONNEL

Surviving spouses of University personnel (active or retired) who meet eligibility requirements at the time of death of the husband or wife will continue to be eligible for tuition benefits. Eligibility continues even in the event of remarriage but does not extend to the new spouse or children that come with the new spouse into the marriage.

The spouse tuition benefit for graduate courses may be a taxable benefit. A surviving spouse is required to submit a completed “Tuition Taxation Form” each semester that he or she is enrolled as a graduate degree-seeking student. The completed form must be received in Benefits Services prior to the add/drop deadline of the semester so the tuition benefit can be posted to the Student Financial Account preventing classes from being dropped. This form may be found on-line at http://www.byu.edu/hr/managers/forms/other-forms/tuition-taxation or from Benefits Services, D-240 ASB.

In situations where University personnel die while active employees (or employees on leave), their surviving children or stepchildren will continue to be eligible for tuition benefits on the same basis and with the same limits as children of other full-time University personnel, except that the benefit will be full tuition instead of one-half tuition until one of the dependent limits is reached.

Surviving children or stepchildren of retired University personnel will continue to be eligible for tuition benefits on the same basis and with the same limits as other dependents of University personnel.

GRANDFATHERED BENEFIT

Upon occasion, certain departments have been transferred from BYU to the Church and arrangements were made for some full-time personnel and their spouses and children to continue receiving BYU tuition benefits on a grandfathered basis. This is a taxable benefit and as a result, a 1099 tax form is issued for the value of the tuition benefit. The departments that continue to have grandfathered employees include:

LDS Philanthropies Hired or retired prior to 1/01/1982.
Purchasing Hired or retired prior to 10/01/1982.
Travel Management Hired or retired prior to 1/01/2002.
BYU Farm Hired or retired prior to 1/01/2000.
Tuition benefit became invalid on 1/01/2005.

Purchasing personnel who were hired on or after 10/02/1982 and terminated employment on or before 6/30/2009 are not grandfathered. Travel Management personnel who were hired on or after 1/02/2002 and terminated employment on or before 6/30/2009 are also not grandfathered.

SCHOLARSHIPS

If eligible spouses or children are awarded a BYU scholarship, the tuition benefit will be applied to the cost of tuition first. Any money awarded by the scholarship above the cost of tuition may be awarded to the scholarship recipient (based on the rules of the scholarship), except that no funds in addition to tuition will be given in situations that would jeopardize the University’s compliance with NCAA and MWC rules.

SPECIAL SITUATIONS

A tuition benefit, provided through legal contract or special administrative arrangements to individuals who are not employed or no longer employed by the university, is a taxable benefit. As a result, a form 1099 will be issued for the value of the benefit.

BRIGHAM YOUNG UNIVERSITY RESERVES THE ABSOLUTE RIGHT TO DEVIATE FROM THESE PROCEDURES.

Updated by the HRS Web Team, Brigham Young University, Provo, UT 84602 - Copyright 2008. All Rights Reserved.