Navigating the Washington State Employee Tuition Exemption Program
The Washington State Employee Tuition Exemption Program is a valuable benefit offered to eligible employees, providing the opportunity to enroll in courses on a space-available basis. This article outlines the requirements and processes for participating in the program, particularly focusing on the University of Washington (UW) system, including UW Seattle, UW Bothell, and UW Tacoma.
Eligibility and General Information
Eligible Washington State Employees may enroll for and receive a tuition exemption for up to 6 credits each quarter on a space-available basis. Employees in nonpermanent and professional staff temporary positions are not eligible for the program. The State Employee Tuition Exemption Program is one of the most valuable benefits offered to Washington State employees, covering up to six (6) credits of qualifying coursework per quarter on a space-available basis.
Spouses and dependents of UW employees are not eligible.
For questions about if your position is eligible to participate in the tuition exemption program, please contact the HR Help Team, include your Employee ID number and quarter you wish to attend.
Participating Institutions
The governing boards of the state universities, the regional universities, The Evergreen State College, and the community and technical colleges may waive all or a portion of the tuition and services and activities fees for state employees, teachers and other certificated instructional staff, and K-12 classified staff.
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Space Availability
Space availability applies to degree programs as well as courses, and fully enrolled programs may not have space to accommodate students using the tuition exemption. If the instructor confirms there is space available, you may register for the course.
Continuous Enrollment
Employees need only apply for student status once as long as continuous enrollment is maintained in the same status. Subject to college, school and departmental enrollment policies, an undergraduate or non-matriculated student who has completed a quarter at the University of Washington Bothell may take the following quarter off and remain eligible to register for the subsequent quarter without submitting applications as a returning student.
Application and Admission Process
The second step to being a tuition-exempt student at the University of Washington is to decide the appropriate student status and how to apply for that status. You must apply to the campus in which you are interested in taking classes. Tuition Exemption students are not permitted to cross-campus enroll.
Application for Admission
First, you must apply for admission to the University of Washington (Seattle). Applicants are subject to the same priority application dates as other new students. You will be required to pay the application fee. First, you must apply for admission to the UW Tacoma and pay the application fee. You will be subject to the same priority application dates as other new students. Apply for admission (you will be required to pay the application fee) and be accepted into a University degree program, apply as a non-matriculated student, or fill out the returning student request form.
Student Status Options
Employees who intend to enroll as an undergraduate student or Postbaccalaureate (Fifth-Year student) must apply to a program through the UW Office of Admissions. Employees who intend to enroll as a graduate student must contact the specific Graduate Program for advising and to determine if the program is eligible for tuition exemption. Continuous enrollment is required of Graduate students in order to maintain student status. Employees who intend to apply as a first-time or returning non-matriculated (not seeking a degree) student under the tuition exemption program must complete the Non-Matriculated Application for tuition exemption. Please Note: Non-matriculated students may take undergraduate and graduate level courses. Please be sure to complete and submit the Non-Matriculated for Tuition Exemption Application - not the Returning Student Form. To apply as a GNM student, submit a Graduate Non-Matriculated application. Employees who have previously attended the University of Washington as an undergraduate, post baccalaureate, or professional student that have not completed a degree, and are seeking to return to the same student status, must complete the Returning Student Process.
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Tuition Exemption Request Form
A Tuition Exemption Request Form must be submitted every quarter that you wish to register for courses and is due at the Office of the Registrar no later than 2 weeks or 10 business days before to the start of the quarter. Forms submitted after this date are considered late. You may have one late submission only, which can be submitted no later than the 7th day of the quarter. Your request for tuition exemption must be submitted to the campus in which you plan on taking classes by the quarterly deadline listed in the Academic Calendar. Each campus may have their own deadlines which may differ. Yes, A separate Tuition Exemption Form must be submitted each quarter to be eligible for the tuition exemption.
Proof of Employment
You will be required to upload documentation of your eligibility for tuition exemption benefits from your supervisor or human resources office in the Tuition Exemption form. The form cannot be processed without the required proof of employment eligibility. On the online form, you will be required to attach documentation of your eligibility for tuition exemption benefits from your supervisor or human resources office. After HR Help receives the request and the required information has been provided, HR Help will respond with an official employment verification letter, or, if provided by the employee, the school’s tuition exemption request form with the employment verification portion completed.
Course Selection and Registration
Generally, all state funded courses 599 and below are covered with tuition exemption with some exceptions. Tuition exempt students may enroll on a space-available basis in courses that the degree program designates as available for tuition exemption. Class size limits are carefully considered in curriculum and course design. The courses listed below are eligible for tuition exemption, subject to the guidelines proposed in this policy. The list of courses eligible for tuition exemption was determined by members of the graduate faculty in each School based on the pedagogical and curricular design of their degree programs. Make sure to provide details of all the classes you plan to take because the Office of the Registrar will add them to your schedule on your registration date. Once you have obtained current student status and have submitted your Tuition Exemption Request Form, you will wait to be registered by the Office of the Registrar staff for the courses that you indicated on your Tuition Exemption Request Form. Tuition exemption students are eligible for registration during Registration Period 3. Click here to learn more about registration periods and eligibility. After the tuition exemption request has been received by the UW Bothell Office of the Registrar , you can register on Register.UW for UW Bothell courses on or after the appropriate registration eligibility dates. See the Academic Calendar for specific registration dates. Course enrollment is not permitted prior to the appropriate space-available eligibility date for all courses when using a tuition exemption. However, students may attend classes with instructor permission prior to their registering during the first week of the quarter.
Registration Restrictions
Course enrollment is not permitted prior to the appropriate registration eligibility date for all courses when using a tuition exemption, this includes any additional courses even if they are not taken as tuition exempt. Course registration is not permitted before the appropriate registration eligibility date for all courses when using tuition exemption; this includes any additional courses even if they are not taken as tuition exempt.
Non-Covered Programs
All fee-based sections, fee-based degree programs, and certificate programs offered through the UW Professional and Continuing Education (PCE) are not covered by tuition exemption. College of Education Matriculated degree students cannot use tuition exemption; only College of Education GNMs and NMs can use the benefit for those courses. Evans School of Public Policy and Governance Matriculated students cannot use tuition exemption; only Evans School GNMs and NMs can use the benefit for those courses. Non-Matriculated (NM) or Graduate Non-Matriculated (GNM) students cannot use tuition exemptions to pay for fee-based programs and classes as state tuition revenues do not fund these programs.
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Fees and Associated Costs
After registering for classes, check your UW student account balance, available through MyUW. You will be billed $30 non-refundable registration fee and any additional tuition for credits over 6. You will be billed the quarterly Student Technology Fee, in addition to course fees and program fees. This balance is due when UW tuition is due. A $25 late registration fee will be assessed if you initially register on or after the eighth calendar day of the quarter. A $25 late registration fee will be assessed if the student initially registers for the quarter on or after the eighth calendar day of that quarter.
Student Services and Activities Fee (SAF)
Tuition exempt students who register for six (6) credits or less do not pay Student Services and Activities Fee and therefore are not entitled to the services funded by those fees. However, tuition exempt students who do register in excess of six (6) credits must pay the SAF and may use SAF-funded services. Tuition exempt students who register for 6 credits or less do not pay Student Services and Activities Fee and therefore are not entitled to the services funded by those fees, such as those available from the ARC (Activities & Recreation Center), nor are they eligible to purchase tickets to athletic or performing arts events at student rates. However, tuition exempt students who do register in excess of 6 credits must pay the Student Services and Activities Fees and may use these services with their Husky card.
UPASS Program
Tuition Exempt students are not automatically billed for the UPASS Program with their tuition or services fees. All tuition exempt students, including non-UW employees, are eligible to purchase a UPASS from the Transportation Services Office at the employee rate. It is not refundable and not pro-rated. All tuition exempt students, including non-UW employees, are eligible to purchase a UPASS from the Transportation Services Office at the employee rate. It is not refundable and not pro-rated.
Library Access
All tuition exempt students may use the libraries with their Husky card (faculty/staff identification card). For participating UW employees, your Husky Card (faculty/staff identification card) may be used for library services.
Other Fees
Students are responsible for any additional charges such as class fees, books, photo ID, transportation fee, Universal Technology fee, etc.
Tax Implications
How do job-related taxes work? UW employees pursuing graduate programs or graduate-level coursework claim the amount of the quarterly exemption as income on their federal income tax return unless the supervisor has certified that the program or coursework is job-related. Student Fiscal Services monitors the tuition exemption total for each employee student and calculates the tax amount for those who owe tax. According to the University of Washington’s policy for the Internal Revenue Code section 127 tax plan, an employee taking graduate level, non-job-related classes is entitled to a tuition exemption of up to $5,250 in a year without tax withholding. Under the University of Washington’s Internal Revenue Code, University of Washington employees who are taking non-job-related graduate courses are subject to taxation if the amount of the tuition exemption exceeds $5,250 in a year.
Additional Considerations
State Law (RCW 28B.15.558)
RCW 28B.15.558 outlines the conditions under which state universities, regional universities, The Evergreen State College, and community and technical colleges may waive tuition and fees for state employees, teachers, and K-12 classified staff. Key provisions include:
- Registration on a space-available basis.
- Maintaining separate enrollment information that does not affect budgetary determinations.
- Charging a registration fee of not less than five dollars.
- Defining "state employees" to include various permanent employee classifications.
Other Waivers
Veteran Waivers
Subject to limitations, Veterans, National Guard members, and Reservists, may qualify for a tuition waiver. A student must be a Washington state resident and have an honorable discharge (DD214) to be eligible. A child and the spouse or surviving spouse of an eligible veteran or national guard member who became totally disabled or who is determined by the federal government to be a prisoner of war or missing in action or who lost his or her life while engaged in active federal military or naval service may be eligible for a limited tuition waiver. Students seeking to receive a Veteran Waiver should contact the Veterans Services Office.
Active Duty Military/Washington National Guard
Active duty military stationed in Washington, their spouses and dependents; Washington National Guard members, spouses or dependents, if residence is Washington, are eligible for resident tuition rate. Students must provide military documentation of active duty status in Washington.
Senior Waiver
Washington state resident seniors, 60+ years, can enroll in two state-funded classes for audit on a space available basis. Some exceptions do apply. Students attempting to use the waiver will go to class on the first day of class. The cost is $5 per class plus fees. This rate is applicable only for two state-funded classes. Regular tuition will be charged for more than two classes. Students are responsible for any additional charges such as class fees, books, photo ID, transportation fee, Universal Technology fee, etc. Students who enroll before the sixth day of the quarter (the fifth for summer) will forfeit their waiver eligibility. This waiver is not available to students who plan to use the course credits gained, thereby increasing credentials or salary schedule increases.
Children of Deceased or Disabled Law Enforcement Officer or Firefighters
Children of any law enforcement officer or firefighter who lost his or her life or became totally disabled in the line of duty while employed by any public law enforcement agency or full time or volunteer fire department in this state: provided that such persons may receive the waiver only if they begin their course of study at a community college within 10 years of their graduation from high school.
Withdrawal
Withdrawing from a quarter may cause the tuition exemption to be cancelled and regular tuition forfeiture to be charged to the student. No. Withdrawing from a quarter may cause the tuition exemption to be cancelled and regular tuition forfeiture to be charged to the student.
Where to Get Help
If you have questions about admissions, course registration, or whether the tuition exemption can be used for a particular program or course of study, please contact the college or university you’re interested in attending for guidance.
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