Education Assistance

Who is eligible for the HSHS Education Assistance Program?
HSHS Colleagues who are actively employed and budgeted at least 32 hours per pay period are eligible to participate in the program. Colleagues must also be in good standing and have no formal performance corrective action plan or counseling within the last 12-months.  

There is no waiting period before eligible colleagues may apply for HSHS Education Assistance.
 
How much financial assistance is available?
Under the HSHS Education Assistance policy, colleagues can receive up to $4,000 of educational assistance each calendar year.  The maximum annual allowance will be based on budgeted biweekly hours at the time of application. 
 
Hours Max Annual Allowance
72-80 $4,000
48-71 $3,000
32-47 $2,000
What types of courses and other expenses are eligible for reimbursement? When is proof of my expenses required?
The program will offer reimbursement for expenses relative to books, fees and tuition less any grants/scholarships.  

Courses must be taken for credit through an accredited school or institution and must relate to the completion of a degree program in a discipline that supports the operations of the System, such as healthcare, business, or management to allow for succession planning, talent management, and growth strategies.  Certification programs are not eligible under the program.  

Proof of costs, including detailed tuition bill and book receipts, are required at the time of application. 
 
Does my manager need to approve my HSHS Education Assistance application?
Yes.  Colleagues must obtain manager approval prior to beginning the coursework and in advance of submitting the application to EducationAssistance@hshs.org.
    
Leader approval ensures that the colleague is in good standing and provides an opportunity for the colleague and their leader to discuss if the courses relate to the completion of a degree program in a discipline that supports the operations of the System, such as healthcare, business, or management to allow for succession planning, talent management, and growth strategies. 
 
What is the deadline for submitting an Education Assistance Application?
Fully completed and approved applications must be received on or before the course start date to be considered for education assistance.  Proof of costs is also required at time of application.   

Reimbursement will only be made upon completion of a course.  Proof of grades must be submitted to EducationAssistance@hshs.org within 3 weeks of completing the course(s).  
 
How and when will I receive reimbursement?
Education Assistance payments will be issued through payroll within 3 pay periods of receipt and verification of final grades.  

Payments will be treated as non-taxable income to the colleague.  The amount may be reported on the colleague's Form W-2 as educational assistance in Box 14.  This does not denote taxable income, but rather is provided for informational purposes. 
 
What is my commitment under the Education Assistance Program? Am I required to repay the amount issued to me if I change status (below 32 hours per pay period/PRN) or leave HSHS?
In the event a colleague terminates employment (voluntarily or involuntarily), reduces his/her hours less than 32 hours per pay period or transfers to PRN status within one year of receiving Education Assistance, the colleague agrees to repay a prorated amount of the education assistance paid by HSHS. 
What is the process for applying for and receiving Education Assistance?
Process 

Step 1: Policy Review 
  • Review HSHS Education Assistance policy available on HSHS intranet. 
  • Review discounts available at colleges/universities participating in the HSHS Discount Program/PerkSpot. 

Step 2: Application and Approval 
  • Ensure Education Assistance application is the current version available on HSHS intranet. 
  • Complete the application in its entirety. 
  • Obtain leader approval/signature. Leader should return the approved application to the colleague. 

Step 3: Application and Supporting Documentation Submission 
  • Gather required documents which include course schedule and tuition bill and, if applicable, detailed receipts for required textbooks. 
  • If applicable, gather required documentation for grants, scholarships or other financial assistance being received that do not require repayment. 
  • Submit fully completed application and required documents prior to beginning the courses. Email application and documents to the HSHS Colleague Service Center at EducationAssistance@hshs.org

IMPORTANT: Completed applications and all required supporting documentation must be received by the HSHS Colleague Service Center on or prior to the course start date to be considered for payment. 

Step 4: Final Grades 
  • Submit final and verifiable grade report that includes your name, course(s), and grade(s) within 21 days of course completion. Email grade report to EducationAssistance@hshs.org

Step 5: Receive Payment 
  • Education Assistance payments will be issued through payroll and treated as non-taxable income. 
  • Payments will be issued within 3 pay periods of receipt and verification of final grades. 
  • The maximum benefit amount allowed under the Education Assistance policy is based on payments made in the calendar year, which may/may not be the same calendar year in which coursework is completed.