Degree-Seeking Credit Courses

Employee Eligibility

Full-time, benefits-eligible faculty, staff, or bargaining unit members who are enrolled in a degree program are eligible if you meet all of the following criteria:

• • You must have completed the new hire probationary period. For faculty, staff, and UNITE HERE bargaining unit members, this is at least 120 days; for LiUNA bargaining unit members, this is at least 90 days of full-time employment.
  • You must continue in a full-time position for the duration of your studies. The benefit is available only during periods in which the faculty, staff and bargaining unit member is employed full-time, or during periods of authorized leave not exceeding one year in duration from which the faculty or staff member will return to full-time employment.

Employees under disciplinary action within 12 months of any academic period or at the time of submitting an application are not eligible for this benefit.

Retirees, visiting faculty and staff, residents, interns and postdoctoral fellows, and family members are not eligible for this benefit.

The following tuition benefits are available for eligible degree-seeking employees. The annual benefit amount is based on the calendar year in which the course starts.

Eligible expenses include tuition and course-related fees only. Eligible expenses will be covered up to the annual benefit amount for the calendar year in which the course starts. Any remaining balance cannot be rolled over from year to year.

Employees are responsible for all ineligible expenses including, but not limited to: books, non-course-related fees, meals, lodging, transportation, and tools or supplies that can be kept after completing the course of instruction.

The following educational programs are not covered:

• Individual courses for sports, games, or hobbies, unless part of a degree program;
• Non-credit bearing certificates or non-credit bearing individual courses (does not apply to LIUNA Bargaining Unit Members);
• Certification, designation, and license exams;
• Seminars, conferences, and workshops;
• Other programs that do not meet the eligibility criteria outlined above.

Grade Requirements: All courses related to a degree must be completed with a minimum grade equivalent of C- or better. Courses taken that are based on a pass/fail grading system must be completed with a passing grade. Courses in which an employee receives an incomplete, withdrawal, or equivalent grade are ineligible. Repayment of direct bill tuition and related expenses will be required for any course in which the employee fails to meet the course completion requirements. Employees can work with the JHU Office of Benefits & Worklife to repay any amounts.

AN APPLICATION MUST BE SUBMITTED FOR EACH TERM.

To participate, all employees must submit an application for each quarter, semester, or academic term. Applications should be submitted to EdAssist up to 90 days prior to the term start date, and no later than 30 days after the course start date. Applications are reviewed for policy compliance by EdAssist and are then forwarded to the Benefits Service Center for approval. Click here to see the Direct Bill process and a sample Letter of Credit.

Follow these steps to complete your application:

1. Log into EdAssist and follow the on-screen prompts. For your first time accessing the site, you may be asked a few identifying questions.
2. Start a new application from the home screen to begin the application process. A new application must be opened for each term, semester, trimester, or quarter.
   • Follow the prompts and select the person (yourself) and program, etc.
   • Select the appropriate employer program, (Faculty/Staff Undergrad or Faculty/Staff Grad).
     • “Direct Bill” should be selected if the payment should be made directly to the school and the school accepts a Letter of Credit.
     • “Reimbursement” should be selected if the payment should be made directly to you in your paycheck. Choose this option if the school does not accept a Letter of Credit, it is over 60 days after the semester start date, or it is an international school.
   • Search for and select the correct education provider, enter your student ID if you have one, then click “Continue.”
   • Enter all session, course, term, and expense information as required. Enter an expense amount that does not exceed your annual balance shown and is within the plan limits, ($5,250 for undergraduate and $10,000 for graduate).
   •  Disclose any scholarships, grants, or aid, then read and sign to acknowledge all participant agreements.
   • Review all application details for accuracy and select Submit Application. 
3. Your application will be routed to the Benefits Service Center for final approval. You will receive a confirmation email indicating either approval or denial of your application. At any time you can visit EdAssist and select History to check the status of your application and payment.
4. Connect EdAssist to your school so that payment can be made.
   • For Direct Bill programs, you must download the Letter of Credit (LOC) from the approved application, sign and provide it to the school. Exactly where to send the LOC differs across schools, for example the bursar, financial aid or services, student accounts, or the cashier. Please check with your school to confirm which office handles tuition payments. The school’s website or invoice should indicate where tuition payments should be sent.
   • For Reimbursement programs (if the school does not accept the LOC), you must upload an itemized invoice. Then you will receive payment via payroll within 1-2 pay periods.
5. You will be notified when payment is made.
6. Submit your grades within 60 days of course completion. All courses related to a degree must be completed with a minimum grade equivalent of C- or better.

Payment process for direct bill

Minimize your out of pocket costs with Direct Bill. The payment will be made directly to the school per the process outlined below.

1. Complete your application in the EdAssist platform no later than 30 days after the course start date.
2. You will receive an email when your application is approved, and your Letter of Credit (LOC) will be made available in EdAssist.
3. You must retrieve the LOC in EdAssist and send it to your school’s billing office. The LOC requests an invoice from your school and serves as a notice of pending tuition assistance.

• • Sign and submit the LOC to your school’s office that collects tuition payments as soon as possible. Exactly where to send the LOC differs across schools, for example the bursar’s office, financial aid or financial services office, student accounts office, or the cashiers office. Please check with your school to confirm which office handles tuition payments. The school’s website or invoice should indicate where tuition payments should be sent.
  • Once the school receives your LOC, they will submit an itemized invoice directly to EdAssist.
  • EdAssist will then send payment directly to your school for applicable tuition and fees that are covered by your tuition assistance benefit.  You will receive notification once your tuition is paid, and you are responsible for paying any remaining balance to the school.

3. At the end of the term, submit proof of successful course completion (grade of a C- or better) within 60 days.

Payment Process for reimbursement

Pay out of pocket first, then be reimbursed for the amount covered by tuition assistance. The payment will be made directly to you in your paycheck.

1. Complete your application in the EdAssist platform no later than 30 days after the course start date.
2. In EdAssist, you must upload a copy of your itemized invoice showing all tuition and fees. This can be done at the time of application or after approval.
3. EdAssist will review your invoice and approve or deny. Upon approval, you will receive an automated email notification when your payment is being processed.
4. Your reimbursement will be received via payroll/direct deposit within 1-2 pay periods after your approval email.
5. You are then responsible for paying all tuition and fees to your school.
6. At the end of the term, submit proof of successful course completion (grade of a C- or better) within 60 days.

In compliance with IRS regulations (section 127), employer-provided educational assistance is exempt from taxation up to a maximum of $5,250 per calendar year (determined by payment date of the course). Taxes will be deducted from any reimbursement over $5,250 and you will receive the net cost. If you are earning your degree at JHU, you will be responsible for paying taxes on any benefit over $5,250. This amount will be deducted from your paycheck throughout the year. Please consult with your tax advisor for additional information.

Education Coaching

To help you make decisions about your education, EdAssist provides free academic coaching. Whether you are just beginning your education journey, finishing a degree, or need help deciding between programs, an academic coach is available to help you make informed decisions about degree programs and associated costs. To schedule an advising appointment, use the self-scheduler option available under “Education Coaching” on the EdAssist website. View the flyer.

Education Network

EdAssist offers a network of over 220 educational partners.  Within this network you can receive tuition reductions, waived fees, prior learning credits and more. Access the network through the EdAssist website or by clicking here.

Additional Help

If you have questions about your tuition application, please use the following methods to contact EdAssist Employee Services:

Live Chat: For immediate assistance, access EdAssist and go to Support Services, then select Get Live Help. Chat hours are between 8 a.m. and 8 p.m. ET (Monday – Friday).

Support Ticket:  Access EdAssist and go to Support Services, then select Create a Support Ticket.