The Staff Tuition Reimbursement Program (STRP) supports employee development by providing partial or full reimbursement of tuition costs for courses meeting requirements of undergraduate or graduate degree programs. Individuals must be enrolled in a degree program to qualify for assistance.
Expanded STRP Benefit: STRP now covers staff on fixed-term appointments who have completed one year of service, along with textbooks, supplies and equipment expenses required for courses taken at eligible institutions.
Spring 2015 Information Session Presentation can be found in the Guidelines & Policies section (see link at bottom left under Details)
Payments under STRP will be made to accredited United States colleges and universities listed in the current edition of "Accredited Institutions of Postsecondary Education" published by the American Council on Education.
A. Stanford's Staff Tuition Reimbursement Program supports employee development by providing partial or full reimbursement of tuition costs and for books, supplies, and equipment required for courses meeting requirements of undergraduate or graduate degree programs. Eligible employees must be enrolled in a degree program to qualify for assistance.
A. Yes, assuming you have met the eligibility requirements, your supervisor approves of your plan if you require time away from work, and you are enrolled in a degree program. Employees without a current degree, or who have a partial degree, are also eligible for STRP to complete a degree.
A. STRP is included in the University's Administrative Guide Memo 22.11, entitled “Staff Development Program.” From the HR web site https://hreap.stanford.edu/ click the Guidelines & Policies link under the “Details” menu, then the link to Administrative Guide, Section 22.11.
A. While both programs exist to support employee development, STAP (Staff Training Assistance Program) is for non-academic skills training or knowledge development courses that are either related to your current job or a career development effort undertaken with the approval of your supervisor. STRP, on the other hand, is specifically to encourage employees to pursue obtaining a college degree (undergraduate or graduate). STRP also has to be approved by your supervisor if your course of study requires you to take time away from your job.
A. The maximum STRP reimbursement is $5,250.00 per fiscal year. Unused STRP funds do not carry over to the next fiscal year.
A. Yes, part-time employees are eligible for STRP; the benefits are prorated based on the amount of FTE (full time equivalent) that you work (e.g., 50% time equals 50% STRP fund eligibility).
A. No. STRP pays your college or university directly on your behalf, so that you are not liable for taxation of the funds as personal income.
A. STRP policy states that you are required to repay tuition that was paid by STRP to an institution on your behalf if you received a grade of D or F, or Fail (if a Pass/Fail course), or if you withdraw from a course after the tuition was paid unless the institution refunds the payment directly to STRP.
A. You must provide evidence of satisfactory completion no later than four weeks after each course is completed. Satisfactory completion is defined as a grade 'C' or better, or pass grade in a pass/fail course. Evidence may be in the form of:
Evidence of satisfactory completion must be provided to the Educational Assistance Programs office:
If your course requires supervisor approval, you must also provide evidence of satisfactory completion to your supervisor.
A. If you do not provide evidence of satisfactory completion within four weeks after course completion, no further STRP payments will be issued and any future applications will be put on hold until your grades/transcripts are received.
A. Yes, as long as the training course is different from your academic pursuit, as the policy states: An employee may not receive reimbursement under the Staff Training Assistance Program (STAP) and STRP for the same course or program.
A. The STRP program is designed to provide you the maximum educational assistance benefit, once every Stanford fiscal year. You should plan your enrollment and participation accordingly. The fiscal year benefit amount used does depend on your school’s academic term start date in the August/September timeframe.
Annual Benefit Amount – The maximum annual STRP benefit is based on an eligible staff member’s FTE percentage at the time an application is received:
Annual Benefit Eligibility Period – The maximum annual STRP benefit amount is renewable every Stanford fiscal year, or 9/1 – 8/31, with no cap on the number of years you can participate. It is very important to verify the exact “academic term start date” at the school where you plan to enroll, if you are applying for an academic term that starts in the month of August or September. The school’s academic term start date determines which Stanford fiscal year STRP benefit award will be “used up” for your tuition or eligible expenses:
Please be sure to understand whether “this year’s” STRP funds or “next year’s” STRP funds will be used for an academic term that starts in August or September. This will help you budget accurately for your own out-of-pocket costs versus what Stanford will be paying. Unused STRP funds, by law, cannot be “carried over” from one Stanford fiscal year to the next, so this is a “use it or lose it” benefit for each Stanford fiscal year.
A. This does occasionally happen, and if so, once you apply to STRP and your eligibility is confirmed, you will be asked for proof of payment. Once proof of payment is received, you will be reimbursed directly. Then, an authorization letter will be issued for subsequent tuition invoicing and payments.
A. There may be tax issues that you'll have to research, but yes, departments are allowed to help employees with tuition costs. Departmental reimbursement is at the department's discretion and is determined on the basis of available departmental funds for training. Talk with your supervisor about any departmental assistance possibilities.
A. The allowance is limited to regular tuition, general recurring fees and required books, supplies, and equipment. Proof of payment and proof that these additional expenses are required must be submitted for reimbursement to the EAP office.
A. Submit the course syllabus indicating required books; include the proof of payment either on the receipt or separately (i.e. credit card receipts, copy of cancelled check. Submit your request for reimbursement to: EAP Office, 3160 Porter Drive, Suite 240, Palo Alto, CA, 94304-8443 or send to the STRP email: firstname.lastname@example.org
A. Here is a partial listing of fees and materials that STRP will not pay:
A. To be eligible for STRP funds, employees must be a continuing regular or fixed term staff member (working a minimum of 50% time). Employees must have completed one year in a benefits- eligible, ongoing, regular position. STRP assistance is prorated for regular staff working less than full-time. In addition, staff must not be receiving financial assistance from other sources that would duplicate STRP assistance (i.e. scholarships, grants, departmental funds).
A. The institution must be accredited, as payments under STRP will be made to accredited United States colleges and universities listed in the current edition of "Accredited Institutions of Postsecondary Education" published by the American Council on Education (ACE). You can review a copy of this publication at http://ope.ed.gov/accreditation/.
A. For academic courses below the graduate level at a tax-exempt educational institution, up to $5,250 of STRP or departmental assistance can be excluded from an employee's gross income under section 117 and/or 132 of the Internal Revenue Code.
A. Employees must seek tax counsel on their own, such as through a professional tax firm or tax attorney. This is important to do, because generic tax information may or may not apply to your specific situation, so you are advised to seek information based on your current circumstances.
A. STRP benefits could affect other financial aid benefits. Contact the Financial Aid Office at the college, university, or institution to be attended for more information. Again, this is specific to your circumstances so you are advised to seek financial aid information from your institution.
A. Once you are accepted into a degree program by an accredited institution, submit your completed STRP application. Your eligibility is reviewed by the Human Resources Educational Assistance Programs office in Human Resources, and if approved, an authorization letter is issued to you. You are responsible to get the authorization letter to your institution, because it includes detailed information as to how the institution is to invoice and subsequently receive tuition payment for your tuition.
A. The STRP application can be found on the Educational Assistance Programs web site http://hreap.stanford.edu/ in the section “Program Summary”. You may also pick up the application on campus at 320 Panama Street – Bambi Modular, Stanford, CA 94305-4160. Be sure you have completed each section carefully and get your supervisor's signature (if you need to take time away from your job to go to school). Missing information will delay processing of the application. Submit your completed application to the Educational Assistance Programs office in University Human Resources, 3160 Porter Drive, Suite 250, Palo Alto, CA 94304-8443. You can fax the completed application to (650) 723-7669, send in ID mail to EAP/8443 or place it in the secure EAP drop box located at the Bambi Modular. (SLAC employees must submit completed applications to: SLAC, Mail Bin 11, 2575 Sand Hill Road, Menlo Park, CA 94025.)
A. No. You must reapply every year so that your continued eligibility can be verified.
STRP is overseen by the Educational Assistance Programs office in University Human Resources, located at 3160 Porter Drive, Suite 250, Palo Alto, CA 94304-8443. Telephone: (650) 723-0657. Email email@example.com