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Tuition Reimbursement Process

Step 1 - Find your class

Ensure the education course/program meets your policy’s eligibility requirements.


  • Discuss and refer to your regional TR Policy
  • You can use your IDP to plan your educational advancement.
  • Upon your manager's contingent approval, you can proceed to Step 3.


Step 2 - Get approval from your manager

Speak with your manager at least 30 days prior to the beginning of the course. Your manager will need to know how the course relates to your job duties or future career goals at Kaiser, and may want to discuss how you will share your learnings with your coworkers, and the estimated travel costs per continuing education (CE) class, if travel expenses are involved.


  • Read your regional TR Policy
  • Verify that your course or program provides the required academic credit or continuing educations units
  • Ensure your education is delivered by an accredited school, professional society, or governmental agency or endorsed by the same to deliver credentials on their behalf


Step 3 - Create and submit the Tuition Reimbursement Application

Ensure as much information as possible is entered on your application before submitting. An incomplete application can mean delays in approval or payment.


Once you submit your application for tuition reimbursement:

  • Your manager will receive a copy of your submitted Tuition Reimbursement application to review and contingently approve. Your application status will display as “Manager Accepted”
  • Payment turnaround depends on when your final tuition and travel documents are received, and the accuracy of your submission(s). We typically review your documents within a few weeks of submission, depending on volume. Once we review your documents you will receive either an email telling you when your payment will be on your paycheck (Status = PAYMENT PROCESSED or PAYMENT COMPLETE) or requesting any further information or documentation we may need (Status = PENDING or DOCUMENTS MISSING ).
  • NOTE: NTRA does NOT pre-approve applications. It is your responsibility to read and know your policy, posted on MyHR, attend an approved program and institution/event, and submit the required documents.
  • Check your Education Benefit Page on MyHR for status updates. If your application status has been changed to Denied or Pending Documents, you will receive an email from National-TRA explaining reason of denial or next steps.


Step 4 - Pay for the course and successfully complete it

You cannot receive advance payment for your education expenses. You must register and pay for the course and satisfactorily complete the course.


  • Enroll in the class as scheduled. Reminder: If you require Time-Off / Ed Leave / PTO you must have your manager's prior approval (see Step 2)
  • Submit course and travel documentation within 90 days of the education course completion date.
  • Tuition reimbursement policy indicates that you must receive a letter grade of C or better, P (passing) and Cr (Credit), a certificate listing CEUs earned.


Step 5 - Upload your grades and receipts.

On class completion return copies of the following documents within 90 days of the course end date to National-TRA. Failure to do so will result in a denial.

Upload your reimbursement documents directly into your TR application, from your MyHR Education Benefit Summary Page.


  • Upload tuition, books and course fee: itemized invoices with your name, term, tuition charges and fees.
  • Upload receipts listing payment method (Itemized Receipts, Processed Checks [front and back of check], Statements, etc.)
  • Satisfactory grade report with your name and term
  • On line upload is the preferred method. Note: Documents must be uneditable, original documents or screenshots. Do not copy- paste from a website.


Your Process is Complete

Once the upload is complete; we review your documents and proceed with processing your reimbursement. There is no need to call us to verify if we have received your documents! You can see that the documents have been uploaded by clicking to the "Documents" tab. If you can see them, so can we, and we will get to them as soon as we can.

What's Next:

Allow us 2-4 pay periods to process your request. If there is anything else we need, we will contact you. If not, we will send you a confirmation email stating the reimbursement amount and on which paycheck to expect it.


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