Checklist for Students Who Work Outside of Alachua County

Please ensure you have reviewed and/or completed these items:

Course Selection for employees who work outside of Alachua county

The Employee Education Program provides tuition assistance for up to six credit hours of instruction per semester at the state university closest to the employee’s work location. TEAMS employees may also attend classes at a public community or state college closest to their work location. Therefore, if you work in Gainesville or Alachua County, the EEP will only apply to classes taken at the University of Florida or Santa Fe College.

This program does not permit enrollment in thesis, dissertation, internships, directed individual study, individual performance courses, non-credit courses, sponsored-credit courses, off-book programs, correspondence courses, and some distance education course offerings.

For students attending another state university, the EEP application must be accepted by the enrolling university registrar and must meet the criteria listed above.

EEP courses listed on the application must match the class number, prefix, section number, etc. of the EEP course(s) you register for. If you need to change course information after application submission, a new application must be submitted and receive final director approval before the enrolling institution’s fee deadline.

Participants may include alternate courses on the EEP application. The Employee Education Program will cover up to six credit hours per semester (based on your registration) from this list of your primary and alternate EEP courses.

Application deadlines for classes taken at public state institutions other than UF and Santa Fe College

Students enrolling at other institutions should register during the regular registration period at the school they are attending.

Deadlines

For the 2022-23 academic year, the following registration dates and application deadlines have been established:

Term	EEP Application Director Approval Deadline
Fall 2022	5 pm, August 5, 2022
Spring 2023	5 pm, December 9, 2022
Summer 2023	5 pm, April 24, 2023

Please note: EEP funding cannot be requested by our office until your application receives your supervising director’s approval.

Summer semester registrations occurring during summer, (A, C or B) are considered a single semester for purposes of EEP program coverage. If one registers for a combination of Summer, Summer A, C or B, a maximum of (6) credit hours will be covered by the EEP.

EEP Application Process

After submitting your application, verify receipt of confirmation emails. Based on the participant’s supervisory reporting structure, participants will receive confirmation emails for their manager’s approval, “Your EEP Application Manager Approved” and director’s approval, “Your EEP Application Director Approved” from OnBase-noreply@ufl.edu. The director approval confirmation email verifies the our office has received your EEP funding request. If you do not receive a confirmation after your manager/director approves your application, you must contact eep@admin.ufl.edu for assistance.

Students must provide their institution’s fee deadline on their EEP application. Our office will notify the enrolling institution of approval for coursework and make payment arrangements based on the fee deadline provided on your EEP application.

If your application is submitted (or director approved) after the established EEP Director Approval deadline, or if your institution’s fee deadline falls before the established deadline listed above, you must alert the EEP Coordinator at eep@admin.ufl.edu so payment arrangements can be made before your institution’s fee deadline.

Financial obligations and payment process for classes taken at public state institutions other than UF and Santa Fe College

The University of Florida will be responsible for payment of matriculation fees, building fees, capital improvement fees, and student financial aid fees (in-state portion only), and local fees: technology fees, activity and service fees, athletic fees, student health fees, and transportation fees, if assessed, and the employee will not be eligible for services provided by these fees. Employees may not choose to pay any of these fees.

The employee is responsible for any additional fees not named above, including:

Applications fees, online education fees, out-of-state tuition and fees, photo I.D. fees, late registration fees, late payment fees, material and supply fees, repeat course surcharge fee, and any other fees not covered by this program as listed in the above paragraph.

The costs associated with non-credit courses and program offerings otherwise required as an extension of regular employee training are not covered under this program.

The university’s fee petition and fee refund policies and procedures are not applicable to courses taken through this program. Therefore, there is no petition process for a refund of any fees paid.

Payment Process

After receipt of the “Your EEP Application Director Approved” from OnBase-noreply@ufl.edu confirmation email, an electronic copy of your application is sent to your institution’s registrar.
Using the fee deadline information provided on your EEP application, our office will send a payment notification to your institution confirming the EEP will cover for up to six credit hours of the registered courses listed on the EEP application.
The student is copied on the above payment notification and should verify with their enrolling institution EEP funds have been applied and verify any student responsibility portion of fees due.
Students must pay their portion of the fees before your institution’s fee deadline.
Late registration, late director approvals, or failure to pay student responsibility portion of fees before your institution’s fee deadline could result in dropped courses/denial due to non-payment. After receiving the payment notification email, it is important to check your institution to verify your fee deadline, student fee responsibility, and that EEP funds have been applied.

Please note: If your application is submitted after the established EEP Registration and Director Approval deadline, or if your institution’s fee deadline falls before the established deadlines listed above, you must alert the EEP Coordinator at eep@admin.ufl.edu so payment arrangements can before your institution’s fee deadline.

Grade Submission

Grade submission is a continued eligibility requirement. Using the contact information provided on your application, you will be notified by our office with instructions to submit your grade(s) performance at the conclusion of each semester in which EEP funding has been requested. Please see Employee Education Program Policy, Participant Responsibilities section for more information about grade performance requirements.

Please Note: Courses may be subject to taxes as defined by the Internal Revenue Service. Click here for information. The portion of employer-provided tuition assistance that is in excess of $5,250 per year will be taxed as part of an employee’s personal income. This tax assessment is usually entered during the fall, after October and split over two pay periods. Applicable taxes (e.g. Social Security, Medicare, Federal Withholding Tax) are calculated and deducted for the tuition in excess of $5,250 and reduce the employee’s net paycheck for that pay period. Employees are responsible for any individual tax liability that may result from participation in this tuition program and should refer any tax questions to their personal tax advisor.