Tuition Reimbursement Resource Center

Once the application is processed for reimbursement, it will be sent to payroll and they will include the amount to your next upcoming paycheck depending on when the cut off period is. When your application status changes to ‘Payment Completed’ you will receive an email letting you know which paycheck the reimbursement will be on and the amount.

No, reimbursement amount will not be taxed. It is not part of taxable gross income. On your pay stub, academic courses will appear as ‘NT TUI PY’ and CEU/certifications as ‘Non Tax Educatn Reim’.

Our regular turnaround time is 2-4 pay periods. Depending on our volume, that timeframe is subject to change.

For Academic:

1. Final grade with credits earned, course name, student name and term.
2. Student account statement showing detailed itemized charges and payments including payment method (cash, credit, check, grant, loan).

For CEU:

1. Receipt showing attendee name, course name, cost and proof the payment has been made.
2. Completion document showing attendee’s name, course name, date completed, and CE units earned.

Job Aids - Sample of supporting documents:

• Academic
• CEU/CME/Contact Hours
• Travel

Supporting documents must be submitted to the National Tuition Reimbursement department (NOT to your manager) within 90 days from course end date. Failure to do so may result in application denial (just submitting the online application does not meet the deadline; documents must also be submitted).

Preferred method is uploading documents to your application. This is the best way to ensure documents are there for us to review. Other two options are emailing documents to national-tra@kp.org or faxing to 877-201-0081. When faxing or emailing documents, please make sure the TR #, your full name, and NUID are visible.

The tuition reimbursement benefit year is determined by the course START date. If a course starts in December 2019, it will be taken from the employee’s 2019 benefits (it does not matter when a course ends or when the payment is made).

Once submitted, applications cannot be edited. It is ok if the estimated fees do not match your receipts. You will be reimbursed based on the receipts. However, if the course name and/or course start/end dates on the application are incorrect, you must re-submit the application.

Employees can add an alternate manager if the direct manager is not available. Click on the link https://epf.kp.org/wps/myportal/hr/kpme/career/employeeselfservice, on the right hand side you can add an alternate manager’s name and email. If you have already submitted the application and need to add an alternate manager, please send an email to National Tuition Reimbursement (national-tra@kp.org), providing your TR # and alternate manager's KP email address.

Please check your regional Tuition Reimbursement Policy to ensure you are eligible for travel expenses. For those who are eligible for travel expenses, travel is covered for workshops, seminars, professional conferences, educational meetings and special events taken for continuing education (i.e., CEU, PDU, CME, contact hours). Travel includes airfare, hotel, car rental, parking, toll, public transportation and mileage. Academic courses are not eligible for travel expense.

A grade of C or better along with credits earned are considered passing grade for academic courses. Courses can also be taken for Pass/No Pass, Credit/No Credit. Please note, under the Tuition Reimbursement Policy, C- is considered NOT passing.

The Ben Hudnall Memorial Trust (BHMT) handles the Stipend Program, and you can also apply for TAP through them. You can reach BHMT at (844)377-7849 or BHMT@kp.org.

Education Leave is handled by National HR, you can reach them at (877)457-4772.

We do not have a list of schools that Kaiser is affiliated. Please contact the schools you are interested in and ask if they offer Kaiser employees discounts.

As the manager, please verify the employee meets the eligibility requirements, that they are taking courses through an accredited institution, and that the courses are relevant to their career at Kaiser. Please refer to your region’s Tuition Reimbursement Policy for eligibility requirements.

Once the employee submits an application, an email will automatically be sent to the manager that is listed on the application. Once manager receives the email, there will be a link for manager to click on to approve it. If you are unable to locate this email, you can send an email to national-tra@kp.org with the employee’s full name, NUID or employee ID #, the TR # and ‘Approved’.

Yes, tuition reimbursement will verify the employee’s eligibility then proceed accordingly.

Amounts listed on the application are estimated fees, therefore they do not have to be exact. Once we review the final receipt, the amount will be reimbursed accordingly.