Benefits » Perks » Education Assistance Program
Laboratory employees may be eligible for education assistance if they meet certain eligibility guidelines. Education assistance is available for both degree and non-degree classes, as well as for continuing education, professional development, and certification courses taken at accredited post-secondary educational institutions. All education assistance is paid for by the employee’s organization.
The Education Assistance Policy (P782-1) (pdf), formerly called the Tuition Assistance Policy, has been revised to reflect best business practices and align more closely with other DOE facilities. The changes will be effective for courses beginning on or after January 1, 2009.
Employees and managers familiar with the previous policy and assistance process will want to read the overview of key policy changes below to determine whether current education plans may need to be adjusted.
According to the Laboratory’s Education Assistance Policy (P782-1) (pdf), all Los Alamos National Security, LLC regular, full-time and part-time employees are eligible for education assistance. Full-time limited-term employees are also eligible for education assistance. Casual employees and employees on leave of absence, however, are ineligible.
Graduate research assistants enrolled in a graduate program are eligible for education assistance if they are either in full-time or part-time work status at the Laboratory. Undergraduate student employees enrolled in undergraduate or post-baccalaureate studies are ineligible for education assistance unless they are part of a specific program (e.g., the Electro-Mechanical Technician Training Program).
To be eligible for education assistance, a course must be either job-required or Laboratory career-related. Job-required education is defined as education that is necessary to meet the ongoing requirements of maintaining professional qualification or certification in one’s current job or to meet changing requirements identified by the employer or the law as a condition of continued employment at one’s salary and job title. Career-related education is defined as education that maintains or improves knowledge, skill, and/or capabilities needed in the employee’s present work or prepares the employee for a long-term career at the Laboratory. The education must serve a bona fide business purpose of the Laboratory.
According to P782-1 (pdf), the Laboratory provides education assistance only for courses taken through institutions with appropriate accreditation. Accrediting organizations must be recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).
Employees should visit the CHEA website to determine appropriate accreditation of the school they are considering attending.
Eligible employees are reimbursed for documented and approved tuition, fees, and book costs. Education-related transportation, lodging, and meal costs are not reimbursable.
Eligible employees should fill out Part 1 of the Application for Education Assistance (Form 896) (pdf) , and obtain group manager approval.
Upon successful completion of each semester’s coursework, employees need to send Part 1 of Form 896, a grade report (printouts of online grade reports are acceptable), and receipts for tuition, allowable fees, and course-related books (online printouts are acceptable but need to be itemized) to the Education Assistance Program, MS P235.
Reimbursement requests submitted more than three months after course completion will not be processed.
Successful completion is a grade C or better in an undergraduate course and grade B or better in a graduate course. Thesis or dissertation work requires a report showing "PR" for progress. Continuing education courses require a certificate of completion. No reimbursement is made for incomplete courses or courses that the employee withdraws from before the end of the term. Employees are not eligible for education assistance if they only audit a course.
Employees cannot receive pay for time away from work unless unusual circumstances do not permit attendance outside of regular work hours. A group leader may approve up to 20 percent of the employee’s scheduled work hours per week so that the employee may attend career-related courses (up to 8 hours for a full-time employee). The employee may not use release time for purposes other than attending classes.
Advance payment is not permitted. Tuition reimbursement is made directly to the employee upon proof of full payment to the institution and the successful completion of the coursework.
Required tuition and book expenses in excess of the amount that is received from other sources are allowable under the Education Assistance Program.
Education assistance recipients are not required to disclose the source or repayment terms of a loan being used to pay tuition.
Employees are eligible for a maximum of $5,250 for career-related education assistance per calendar year. Employees may exceed the $5,250 limit with the approval of their division leader and associate director. Job-required education does not carry a maximum tuition amount but needs to meet all applicable criteria.
If an employee receives approval from the responsible division leader and associate director to exceed $5,250 per calendar year, the employee must complete Part 2 of the Form 896 to determine if the education meets the Internal Revenue Service guidelines for work-related education. For education to be considered work-related, it must meet the following criteria:
However, even if the education meets one or both of the above criteria, it is not considered work-related education if the following applies:
Education assistance that is not work-related will have taxes withheld and reported on the employee’s W-2.
Note: The education assistance administrator will make the final determination of whether or not a chosen education program meets the IRS guidelines for work-related education. Appeal of this determination may be made to the HR division leader, whose decision is final.
Employees voluntarily terminating from the Laboratory must refund any education assistance they received in the 12 months before termination.
Employees and managers familiar with the previous policy and assistance process will want to review the following key changes to determine whether current education plans may need to be adjusted: