Middlebury College provides educational assistance in the form of payments toward tuition expenses for benefits-eligible employees' dependent children who are pursuing full-time undergraduate work at accredited institutions other than Middlebury College.
Information contained below covers:
In order to qualify for the Dependent Tuition-Non Middlebury Students benefit, the following terms of eligibility must be met prior to the start of the semester for which the credit is being requested:
A. The employee (parent) must:
1. Have worked for the College:
(a) Full time as a benefits-eligible employee for four years or more; OR
(b) Part-time, in an eligible position(s), for the equivalent of at least 4 full-time years. “Eligible positions” are regular positions (not: temporary, seasonal, on-call, or contract jobs), and are scheduled for a minimum of half time.
Work need not be continuous, so long as cumulative breaks-in-service do not exceed cumulative actual service.
2. Be a tenured faculty member.
Employees who have met all eligibility requirements and then either officially retire from the College, or leave work due to a disability or death, will remain eligible for the program.
New employees: Individuals who leave another educational institution in order to take a position at Middlebury College may receive equivalent credit toward satisfying the Middlebury College benefit eligibility requirements if they had an accrual towards satisfying the eligibility requirements for a tuition benefit of similar value at the educational institution the individual is leaving in order to join Middlebury. An individual who had previously completely satisfied the service requirement for a tuition benefit of similar value at the other educational institution may be immediately eligible for the Middlebury College benefit. Middlebury College retains the sole discretion to determine whether an individual’s benefit at another institution constitutes similar value for purpose of determining eligibility for benefits under this program and such determinations will be made in a nondiscriminatory manner. Factors that will be considered by the College include: 1) the value of the benefit provided by the other institution, 2) the duration of the benefit, and 3) any limitations of the benefit that could reduce its value. Eligibility for credit based on a previous employer’s plan will be made by the AVP of Human Resources, or designee, and will be based on the facts and circumstances of each case.
B. The tuition payment beneficiary (student) must be:
1. A child of the employee:
(a) The natural or legally adopted child of the employee; OR
(b) The stepchild of the employee provided that:
i. The employee’s spouse is the natural or adoptive parent of the child, AND
ii. For each calendar year during the waiting period described in subsection A, the employee was married to the spouse (or was in a relationship otherwise described in the definition of the term “spouse” below) and either:
- the employee or the employee’s spouse claimed the child as a dependent on his or her federal income tax return (or on their joint return, if filing jointly); OR
- the employee’s spouse was the custodial parent of the child for federal income tax purposes.
2. Eligible to receive a qualified tuition reduction under Section 117 of the Internal Revenue Code. During each calendar year that the benefit is to be provided one of the following requirements must be satisfied:
(a) The child must be claimed by the employee as a dependent on the employee’s federal income tax return; OR
(b) The employee must be the custodial parent of the child for federal income tax purposes and have signed an IRS Form 8332 releasing a claim to a federal tax exemption for the child; OR
(c) A CPA, tax attorney or other tax professional must attest to the status of the child as the employee’s dependent, as defined by Section 152 of the Internal Revenue Code.
3. Less than 26 years old at the time of the commencement of the courses for which the benefit is being provided.
4. Enrolled full-time (except that the final semester of the senior year may be part-time) in either an undergraduate program or technical school that is accredited under section 117 of the IRS Code.
5. Must be in good academic standing.
For the purposes of this section:
- The term “spouse” means (1) the lawful husband or wife of the employee, or (2) the employee’s civil union partner.
- The term “stepchild” means the child of the employee’s spouse or civil union partner who is not the employee’s natural or legally adopted child.
- The term “custodial parent” means the custodial parent for purposes of Section 152(e) of the Internal Revenue Code. In order to be the custodial parent under Code Section 152(e), the parent must be the parent with whom the child resides the greater number of nights during the calendar year.
Effective for coursework commencing on or after January 1, 2015 students attending the University of Vermont or one of the schools within the Vermont State College system recipients receive a benefit of the lesser of:
1. 30 percent of Middlebury's combined tuition/room-and-board fee; OR
2. 100% of the tuition only (not room-and-board or other charges or fees) of the institution attended.
For all eligible recipients commencing coursework through December 31, 2014, and from January 1, 2015 for all eligible recipients attending accredited schools other than the University of Vermont or a Vermont State College recipients receive a benefit of the lesser of:
1. 30 percent of Middlebury's combined tuition/room-and-board fee; OR
2. One half of the tuition only (not room-and-board or other charges or fees) of the institution attended.
The benefit is available for a maximum of four full years of coursework. (Four years typically equates to 8 semesters or 12 trimesters; determination of equivalency for programs with alternative schedules will be at the discretion of the AVP of Human Resources.)
Maximum Allowed Benefit
The College provides two separate dependent tuition benefit programs, the Dependent Tuition Benefit-Non Middlebury Students (described in this policy) and the Dependent Tuition Benefit-Middlebury College Students. Eligible dependents may receive a maximum combined benefit of 8 semesters or 12 trimesters of benefit: benefits received under either program accrue towards the combined Maximum Allowed Benefit.
Application and Payment Requests - In order to request a payment you must send a completed Dependent Tuition Benefit Application and a copy of the tuition bill, showing the school’s name and address, the child’s name and student id number, the semester (or other period) for which the payment is being requested, the child’s student status (must be full-time, except for the final semester), the tuition amount and the due date. Please note – no bills will be paid after the end of the semester.
Send bills to Franklin Daniel in Human Resources. Human Resources will verify your eligibility, the child’s eligibility, and confirm the school’s accreditation before approving the request for payment. Benefit checks are sent directly to the child’s school. You will receive an electronic copy of the letter going to the school.
Payment Timing - Dependent Tuition Benefit tuition payments are processed weekly; requests received by the close of business on Tuesday will be processed on Wednesday. After Human Resources approves a request, it may take up to two days for a check to be processed by Accounts Payable. Please keep this schedule in mind (as well as the College’s holiday closures, during which no process takes place). Check tuition due date for your child’s school carefully so that you allow sufficient time for your requests to be processed. Please note – no rush checks will be processed – it is your responsibility to get your child’s tuition bill to Human Resources in advance of the due date.
Employees should contact Human Resources at ext. 5465 with questions regarding eligibility, program accreditation, payment of benefits, etc.