Dependent Tuition Benefit
Middlebury College provides educational assistance in the form of a Dependent Tuition Benefit for benefits eligible employees' dependent children who are pursuing full-time undergraduate work at an institution other than Middlebury College that is accredited under section 117 of the IRS Code.
Information contained below covers:
In order to qualify for the Dependent Tuition Benefit, the following terms of eligibility must be met prior to the start of the semester for which the grant is being requested:
A. The employee/parent must:
1) Have worked for the College:
(a) Full time for 4 years or more,
(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 institution, at which they had an accrual towards a tuition benefit of similar value, in order to take a position at Middlebury, may receive equivalent credit toward the Middlebury College benefit eligibility. An individual who had previously completely satisfied the service requirement for a tuition benefit of similar value at the other institution may be immediately eligible for the Middlebury College benefit. Eligibility for credit based on a previous employer's plan will be made by the AVP of Human Resources and will be based on the facts and circumstances of each case.
B. The benefit recipient must be:
1) A child of the employee:
(a) The natural or legally adopted child of the employee,
(b) The stepchild of the employee provided that:
(i) The employee's spouse is the natural or adoptive
parent of the child, AND
(ii) The employee's spouse is the custodial parent for
income tax purposes, AND
(iii) The employee's custodial relationship with the
child must have been in effect for at least as long
as the waiting period for the benefit (4 years).
2) A tax dependent of the employee, as defined by the
Internal Revenue Code.
3) Less than 26 years old.
4) Enrolled full-time in an accredited undergraduate
program or accredited technical school (except that the
final semester of the senior year may be part-time).
5) Must be in good academic standing.
Eligible recipients receive a benefit of either:
1. 30 percent of Middlebury's comprehensive fee,
2. One half of the tuition only (not room and board or other
charges or fees) of the institution attended,
whichever is less.
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.)
The College provides two separate dependent tuition benefit programs, the Dependent Tuition Benefit described in this policy and the Comprehensive Fee Credit. Eligible dependents may receive a maximum combined benefit of 8 semesters or 12 trimesters of benefit: benefits received under either program accrue towards the Maximum Allowed Benefit.
Payment Timing - Dependent Tuition Benefit tuition payments to schools using a standard two-semester academic calendar* will be processed weekly. All requests received at 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.
Payment Requests - In order to request a payment you must send 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) and the tuition amount. The due date is very helpful. Please note – no bills will be paid after the end of the semester.
If this is the first time you have requested a payment OR if your child has changed schools and/or their dependent status since your last request, you must fill out a new Dependent Tuition Benefit Application and Dependent Certification. This can be found at dependent_tuition_benefit_procedure.
Please send bills (with application if required) to Loretta Lee 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. (See the Dependent Tuition Benefit Policy for details). Benefit checks are sent directly to the child’s school. You will receive an electronic copy of the letter going to the school.
*For schools with other academic calendars processing a payment request will follow the same schedule as mentioned above..
To receive the benefit the College employee must complete the application form and submit a copy of the tuition bill each semester/trimester to Human Resources. Payment will then be remitted directly to the institution in which the eligible child is enrolled. A copy of the benefit letter will be mailed directly to the employee.
Employees should contact Human Resources at ext. 5465 with questions regarding eligibility, program accreditation, payment of benefits, etc.