Doctoral Tuition Assistance
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Murray State University
POLICY NUMBER: V M
SUBJECT: DOCTORAL TUITION ASSISTANCE
APPLIES TO: ALL REGULAR, FULL-TIME FACULTY AND STAFF
EFFECTIVE DATE: July 1, 2011
DOCTORAL TUITION ASSISTANCE
It is the policy of Murray State University to encourage the professional growth of
all employees. To facilitate such growth for full-time faculty and staff, and in order
to foster their continued employment with Murray State, Murray State University may,
in accordance with guidelines to be established by the President, support full-time
employees in the pursuit of doctoral degrees. Employees may inquire with their direct
supervisors about the possible extension of this benefit.
1. General Qualifications
a. Regular, full-time staff, currently working or on an approved leave of absence
with or without pay, that have worked continuously for at least six months are eligible
to be considered for tuition assistance under this policy. Faculty members currently
working or on an approved leave of absence with or without pay that have worked continuously
for at least one academic semester are eligible to be considered for tuition assistance
under this policy.
b. MSU may, in accordance with guidelines to be established by the President, determine
to reimburse an eligible employee for tuition and fees incurred for classes in furtherance
of and in the pursuit of the doctoral degree.
c. Tuition and fees will be reimbursed at a previously agreed rate upon the provision
of a valid grade report and a bill correlating to the hours taken to the reimbursing
unit(s) for each academic term. Documentation of grades and bills are to be maintained
by the reimbursing unit. Only hours considered successfully completed by the reimbursing
unit(s) will be reimbursed. No direct payment from MSU will be made to the institution
the employee is attending.
d. Nothing set forth in this policy shall be construed as requiring MSU to hire or
offer continued employment to the employee at any time. Any hire or offer of employment
is subject to approval by the appropriate Vice President, MSU President and MSU Board
of Regents and shall be subject to all MSU policies and procedures. Should MSU decline
to continue the employment of the employee before or after completion of the doctoral
degree, the employee shall have no obligation to repay any sums for tuition and fee
unless the decision is for cause. In such event, the employee shall reimburse MSU for all such sums paid on the employee’s
behalf within 90 days of notice to the employee. Any payments by MSU pursuant to this policy and any Agreement will automatically
cease in the event the employee’s employment with MSU ends for whatever reason during
the pursuit of the doctoral degree.
e. Should the employee fail to complete the doctoral degree within
the agreed upon period of completion the employee shall reimburse to MSU any and all sums paid by MSU pursuant to this
policy within ninety (90) days of notice being given to the employee. Further, if
the employee should decline to work for MSU upon completion of the doctoral degree,
the employee shall reimburse to MSU any and all sums paid by MSU pursuant to this
policy within ninety (90) days of notice being given.
f. Tuition assistance binds the employee for one (1) year of service/employment with
MSU, after completion of the doctoral degree, for each twelve (12) hours for which
MSU has paid such tuition and fees. In the event the employee begins but does not complete for whatever reason fulfillment
of the employment obligations,
the employee shall reimburse MSU for all such sums paid on the employee’s behalf pursuant
to this policy
with appropriate credit given for each year of employment completed with MSU after
completion of the doctoral degree.
g. Both parties acknowledge that any sums paid by MSU on behalf of an employee may
constitute a taxable benefit, and the employee shall be responsible for
any taxes, whether State or Federal or otherwise, and any other withholdings.
h. A Tuition and Fee Assistance Agreement must be completed, signed and executed prior
to the reimbursement of any tuition and/or fees. This agreement and accompanying documents are to be kept in the employee’s personnel
file in Human Resources (HR). Additionally, HR is to communicate any addition or termination of said agreement to
Accounting and Financial Services and make available terms and contents to ensure
any possible tax consequences to the employee will be properly reported.
2. Employee Responsibility
a. Courses or sessions can be taken during working hours if (1) the supervisor approves
the time off during working hours, and (2) the lost working time is made up at times
satisfactory to the employee's supervisor. An employee may use available vacation time in lieu of requirement 2a.
b. To receive tuition and fee reimbursement the employee must provide an invoice from
the degree granting institution and a grade report corresponding to the term for which
payment is sought.
3. Supervisor Responsibility
a. Prior to distribution of tuition and fee assistance, the direct supervisor must
confirm that the employee has successfully completed the requirements in section 1(c).
b. The direct supervisor must identify funds to support any proposed Tuition and Fee
Assistance Agreement. Other units of the institution may provide additional funds
at their sole discretion.