You are eligible to participate in the Tuition Assistance Program if you meet the following requirements:
- You are an active, full-time McIlveen employee, in good standing, working at least 32 hours per week; and
- You have completed twelve months of continuous service on or prior to the course start date; and
- You are listed as a full-time McIlveen employee, at both the course start date and reimbursement date.
Note: If you meet the above requirements, but are on a Leave of Absence, you are still eligible for tuition reimbursement.
You will receive the following benefit for approved expenses incurred and associated with an eligible course of study up to a calendar-year maximum of $5,000.00:
- Reimbursement of the cost of tuition less any amount you receive from scholarships, government-sponsored grants or other sources.
The following conditions must be met by an eligible employee to qualify for tuition assistance:
- Complete the application process. Your application must be submitted no later than 30 days after your course start date. Applications submitted after this time frame
will be denied. Once you have submitted your application, an e-mail will be sent to your manager. Your manager will need to take action (approve/deny your application) within two weeks of receiving the e-mail. If your manager hasn’t taken action after two weeks, your application will be approved.
- An employee must complete the course with a grade C or better in an undergraduate course, or B or better in a graduate course. For undergraduate course work, the employee is eligible for reimbursement at 100% for a grade A, 75% for a grade B, or 50% for a grade C up to the calendar year maximum amount. For graduate course work, the employee is eligible for reimbursement at 100% for a grade A or 75% for a grade B up to the calendar year maximum amount.
- Pass/Fail classes do not qualify for tuition assistance unless they are part of an approved certificate program. McIlveen reserves the right to limit the number of credit hours of course study that may realistically be enrolled in without hampering an employee’s productivity on the job. Courses must not interfere with your job responsibilities and must be taken on your own time.
The following types of classes are eligible for reimbursement:
- High School Level: All courses required to fulfill the requirements of a certificate of equivalency are eligible.
- College Level Examination Program (CLEP).
- Undergraduate Level: Degree programs leading to an associate’s or bachelor’s degree are eligible unless you have already completed a degree at the same level.
- Graduate Level: Masters of Business Administration (MBAs) need to be job-related. MBAs will be covered under the program unless you have already completed a degree at the same or a higher level.
- Other courses of study leading to advanced degrees (e.g., additional master’s degree programs, law and PhD) must be related to your job in order to qualify under the program. Such courses of study require the approval of your CEO, and in the case of the law degree, the Managing Attorney of the Law Department. McIlveen has the sole discretion to determine whether a program is or is not related to your job. It is important to note that the application process for a law degree, a PhD degree or
additional master’s degrees will not follow the normal application process. You should complete your application, however your application will be denied until you complete the additional tuition approval form, and then the form should be submitted to the Human Resources Department.
- Individual courses not leading to a degree must be related to your job and be taken at an accredited college or university. A grade must be given for participation. McIlveen has the sole discretion to determine whether a program is or is not related to your job.
- Eligible college programs must be taken at a school that’s fully accredited by one of the national accrediting agencies and found in the U.S. Department of Education’s directory of post-secondary institutions. Online courses will only be approved for schools that also have a brick and mortar location for coursework. For-profit schools offering online or correspondence courses or degrees will not be approved.
NOTE: If your employment is terminated for any reason within 12 months of receiving your tuition reimbursement, you may be required to reimburse the Company 100% of the tuition assistance benefits you received.
Tuition Assistance Application Process:
Submit your completed Tuition Assistance Application to the Human Resources Department. It’s recommended that the application be submitted before course enrollment. However, the latest the application will be accepted is 30 days after the course start-date.
Once the completed application has been submitted, your manager will receive an e-mail. Your manager will need to take action (approve/deny your application) within two weeks of receiving the e-mail. If your manager hasn’t taken action after two weeks, your application will be approved. You will be notified via e-mail of the status of your application, including when your manager has taken action on your application.
Scholarships, Grants and other forms of Tuition Assistance:
If you receive monetary assistance through a scholarship, government-sponsored grant or any other source, you will only be reimbursed for the difference between the total cost of your tuition and any money you receive from such tuition assistance sources, up to your approved reimbursement amount, which will not exceed the maximum annual reimbursement limit.
Example: Your total tuition cost is $5,000 and you receive a scholarship for $3,500. The scholarship reduces your tuition cost to $1,500. If you were approved for $3,500 on your application, you will receive $1,500 to cover your remaining tuition cost.
Any scholarship, grant or tuition assistance from any other source will be applied to the semester in which the school receives the scholarship payment and is applied against that semester’s tuition charges.
It is your responsibility to report all monetary assistance you receive through scholarship, grants or any other source for the course(s) in which you are receiving tuition assistance under this program. Failure to do so may result in disciplinary action, up to and including termination, and you may be required to reimburse the Firm for the full amount of tuition reimbursement you received.
Tuition Assistance Reimbursement Process:
After you complete the course:
- Submit the Processing Request Form
- Evidence of satisfactory grade along with course name and/or number Itemized receipts for tuition
- For CLEP reimbursement, you will need to provide proof of passing
NOTE: All these items must show the employee’s name and school name or be included on school letterhead in order to be approved.
Once you have fulfilled all of the reimbursement paperwork, reimbursements will be mailed to the address listed in your employee record in the Adp system.
McIlveen will not reimburse you for certain expenses, including (but not limited to) the following:
- Non-course related fees (e.g., technology, parking, application and late fees)
- Course materials including textbooks (e.g., audio tapes, videotapes, etc.)
- Study guides and optional study aids
- Application fees for installment loans, finance charges or deferred payment fees
- GMATs, LSAT, SAT and other entrance exam fees or courses to prepare for taking entrance exams
- A second degree at the same level, even if the Firm didn’t reimburse you for the first degree
- Seminar and review courses
- Association or membership fees