Checklist for Students Who Work Outside of Alachua County

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

EEP Eligible Institutions

The Employee Education Program provides tuition assistance for up to six credit hours of instruction per semester at the state of Florida university closest to the employee’s work location. View the EEP policy page for more detail.

TEAMS employees (only) have the option to request EEP at a Florida public college or community college closest to their work location.

Employees who work outside Alachua county may only request EEP at UF or the public state of Florida institution closest to their work location.

Gainesville or Alachua County employees should not use this page, as they may only request EEP at the University of Florida or Santa Fe College.

EEP Course Selection

For students attending institutions other than UF, courses must be instructor led, earn college credit and not fall within the category of non covered courses listed below.

Non Covered Courses:

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.

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 courses after application submission, a new application must be submitted and receive final director approval before the enrolling institution’s fee deadline. Note: The EEP coordinator must be notified at eep@admin.ufl.edu so the new courses can be approved by this office with your institution.

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.

EEP Application deadlines 2023-24

Term	EEP Application Director Approval Deadline
Fall 2023	5 pm, August 1, 2023
Spring 2024	5 pm, December 4, 2023
Summer 2024	5 pm, April 26, 2024

Regardless of when your classes start, EEP applications are due to be approved by your supervising director by the established EEP application director approval deadline listed above for each semester term (fall, spring and summer).

Note: If your supervising director approval is received after the established EEP 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. See Payment Process for more detail.

EEP APPLICATION SUBMISSION & REGISTRATION

EEP application submission

For students attending institutions other than UF, the EEP application must be accepted by the enrolling university registrar and the courses must meet EEP eligible criteria; instructor led, earn college credit and not fall within the category of non covered courses listed in the Course Selection section.

After you confirm the courses you will be taking and know fee deadline date for your institution, you may submit your EEP application.

After submitting your EEP 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.
Confirmation emails verify we have received your application and that your supervising approver(s) successfully approved your application.
The director approval confirmation email enables our office to process your EEP funding request.
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 you do not receive a confirmation email after your submit your application or after your manager/director approves your application, you must contact eep@admin.ufl.edu for assistance.

Fee Deadlines:

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 EEP Director Approval 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, however, EEP funding cannot be requested by our office until your application receives your supervising director’s approval.

EEP Registration

Registration is dictated by the enrolling institution’s registration period.

The EEP will only cover a maximum of 6 credits per semester term during fall, spring and summer. For example, summer semester registrations occurring during summer A, B, or C, are considered a single semester for purposes of EEP program (funding) coverage. If one registers for a combination of Summer, A, B, or C, a maximum of (6) credit hours will be covered by the EEP.

Participants will be responsible for any registered credits greater than six, per fall, spring and summer term.

Financial obligations and payment process

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.

Reminder: If your supervising director approval is received 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.

Financial Obligations

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.

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.

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.