Tuition Reimbursement Program for Employees

<< Return to Chapter 15: General Policies

Swarthmore College provides a tuition reimbursement program for employees taking undergraduate, graduate, and vocational/technical courses. All full-time or part-time benefits-eligible employees who have completed one year of employment and are in good standing are eligible for this benefit.

The benefit covers the full cost of each course to a maximum of $4,000 per employee per calendar year tracked according to the date you receive reimbursement from the College as shown in the example below. The reimbursement is free of federal tax below the government limit of $5,250 per calendar year. However, the benefit is subject to state tax.

Example: Tuition Reimbursement Received in 2011
Submit in January 2011 proof of passing Fall 2010 approved course   $2,000.00
Submit in June 2011 proof of passing Spring 2011 approved course   $2,000.00
Maximum reimbursement for the calendar year 2011  $4,000.00
Submit in September 2011 proof of passing Summer 2011 approved course - 0 -

Employees are not guaranteed they will be granted the benefit every time they apply. Applications are available in Human Resources. You must first submit the application to your department head, chair, or supervisor. Your department head, chair, or supervisor will review the application, complete his/her portion of the application including a recommendation to Human Resources. You should then submit your application to Human Resources not later than two weeks after the start of classes. Should the number of applications exceed the funds available, the Human Resources Department makes approval decisions based on length of service and overall job performance.

To receive reimbursement, you must submit an official transcript with a passing grade or certificate of completion from the instructor and a copy of the bill for the course within 30 days following completion of the course. If the educational program is not successfully completed, you will be responsible to pay whatever is owed.

To ensure your reimbursement will be processed in the next pay cycle refer to the bi-weekly payroll deadline schedule at If you are paid on the monthly schedule remember that the reimbursement documentation must be submitted by the end of the month to ensure the reimbursement will be processed in the following month's payroll.