The university offers a comprehensive benefits package to eligible employees, including generous paid leave and tuition remission. Information on the variety of benefits programs for eligible employees is available on the Benefits Summary page.
You must enroll in the benefit plans within 60 days from your date of hire. After 60 days you may only enroll during the open enrollment period. The plan year is July 1 to June 30, so after the initial 60 days of employment, your coverage would not begin until July1. It is recommended that you enroll within your first week of employment. Enrollment worksheets are available on the Benefits Forms page.
The State of Maryland Employee Benefits Division processes enrollment forms for two effective dates of coverage during the month. They are the 1st and the 16th of each month. Your effective date will depend on when the first deduction appears on your pay advice (or pay stub). The first deduction occurs after forms are submitted and depend on when the submission time falls within a processing cycle. It usually takes 2 to 3 pay periods for the first deduction to occur. You may receive coverage, if necessary, retroactive to your date of hire by paying the premiums from your date of hire to the date of your first payroll deduction. This is referred to as a retroactive adjustment.
What is the deadline for filing for reimbursement for the Health or Dependent Care flexible spending accounts?
The deadline for filing reimbursement claims for expenses incurred during the plan year (July 1 to June 30) is October 15 of any year. Due to a change in IRS regulations regarding flexible spending accounts, you may file for reimbursement for expenses incurred up to September 15 of each year using funds that are deducted in either the previous plan year ending June 30 or the new plan year that begins on July 1. Claim forms and flexible spending account information is available on the benefits page of the University Human Resources web site (www.uhr.umd.edu).
To start a Supplemental Retirement Annuity (SRA) deduction you must choose a vendor [Fidelity Investments, Maryland Supplemental Retirement Plan, or TIAA-CREF] and a plan type [403(b), 457(b), or 401(k) (through MSRP only)] and complete a USM Salary Reduction Agreement and USM Deduction Authorization form (the forms are vendor specific). The completed forms should be submitted to the UHR-Office of Employee Benefits for processing. To change a deduction amount, go to the Benefits Forms page and select and print the specific form by vendor and plan.
Both the USM Salary Reduction Agreement and USM Deduction Authorization form will print. Complete both forms and forward them to the UHR-Office of Employee Benefits. The Payroll Agency Code for UMCP is 360222. Deductions are taken according to your pay schedule (i.e., 22 or 26 pay periods), so it is important to keep this in mind when calculating deduction amounts to reach your contribution goal for the year. Please contact the UHR-Office of Employee Benefits at (301) 405-5654 (x5-5654) for assistance in completing forms.
Data Services (5)
To request campus mailing labels you must complete a Mailing Label Request Form.
In order to be added or removed from the 3Ds (Deans, Directors, and Department Chairs) distribution list, please complete the 3D’s Request Form
If corrections to your directory information need to be made, simply follow these steps:
- Log in to ARES using your Directory Id and Password combination.
- Click on the Payroll and Human Resources link and then click the Display/Update Personal Data link.
- Make any changes to your information and click the Update button.
Please note that it may take up to a week before the corrected information is reflected in the on-line directory. If you need to make changes to your information, which are not available to you via the ARES screen, you must contact the PHR Creator within your department to make these changes directly in the PHR system.
To register for PHR Data Warehouse Training, please complete the Registration Form.
Development & Training (6)
You can register online at training.umd.edu, which is a registration and tracking system. This system allows you to view, register, wait list or cancel training, and even see your course history. It saves and uses a profile history you create the first time you log on, making future registrations a snap! The security and privacy of all transactions are ensured through the use of your University Directory ID and password.
This seminar is for employees and managers/supervisors who need to learn about the University of Maryland Performance Review and Development process. The class will focus on the basics of the PRD process as well as how to develop clear and effective performance expectations. Participants will be given the opportunity to develop and discuss performance expectations that focus on their specific position and support university, unit and department goals. PRD training is offered monthly, check the UHR Calendar for availability.
Updated PRD information such as the current cycle and PRD policies can be found at : PRD
We have partnered with SkillSoft to provide faculty and staff with the opportunity to enroll in over 2,400 on-line courses at no cost to campus users. This partnership is part of a strategic initiative to broaden the quality and effectiveness of professional development offered to faculty and staff of the University. The new SkillSoft e-learning program offers a wide variety of courses in subjects ranging from IT desktop and development certification, to business and professional development skills.
SkillSoft offers flexible learning opportunities, and a quick and easy search function to search the library of available courses. You can stop a course at anytime and begin later where you left off. SkillSoft can be accessed at training.umd.edu. Select “E-learning: SkillSoft Web-based Training” and simply log in using your University Directory ID and password.
Yes, we do. In addition to our normal course offerings, we also provide other staff development services for campus employees. Please contact us at firstname.lastname@example.org with questions regarding this process.
Employment & Compensation (5)
Nonexempt positions are subject to the minimum wage and overtime pay provisions of the Fair Labor Standards Act. At the university, this includes all of our maintenance, office, service, and technical/para-professional staff. Nonexempt employees must be paid overtime for hours worked that exceed 40 hours in the standard workweek; for University of Maryland nonexempt staff, this includes all time in a pay status during the standard workweek (including paid leave).
Exempt positions are salaried positions that are not subject to the minimum wage and overtime provisions of the Fair Labor Standards Act (i.e., executive, managerial, and professional). Exempt employees are expected to work the hours necessary to complete assignments on a schedule that satisfies the requirements of the job, typically a minimum of 80 hours in a bi-weekly pay period for a full-time employee. Exempt employees are not eligible to receive overtime.
To be considered for any of the current vacancies available at the University of Maryland College Park you must apply online. Nonexempt positions require applicants to complete a general application on line. The required documents for Exempt and Faculty vacancies can vary from position to position typically requiring a resume or cv, cover letter, and a listing of references. You must apply to each individual position that you wish to be considered for and only those applicants who apply online through the applicant tracking system will be considered for employment.
The screening process may begin for some positions immediately or once the position closes to determine whether or not you meet the minimum qualifications for the position. If you meet the minimum qualifications, you will be certified to compete for the vacancy. The department/search committee will determine which applicants they wish to interview and will contact you directly.
The Classification Analysts in University Human Resources decide which job titles are appropriate for each job. This decision is based on all information contained within the Position Description Form. The information in that form, coupled with conversations with the supervisor of the position help the analyst to make this determination. For exempt positions, the analyst also establishes the appropriate range of pay based on market data.
I don’t think I am properly classified. How can I get my job reviewed? I think I should be at a higher grade.
If you think that you are not appropriately classified, you should bring the matter to the attention of your immediate supervisor. Using your old position description, begin the process by completing a new position description which will be entered into the university’s online Human Resources System in your unit. Be sure to clearly emphasize the changes you believe have occurred in the position. After your supervisor has completed his/her review of the position description form (PDF), it should be submitted electronically to the Department Head, Dean, or Designee for routing to University Human Resources. A University Human Resources Classification Specialist will review the PDF and determine whether the position is appropriately classified.
Nonexempt positions are support positions in maintenance, office, service and technical/paraprofessional areas. These positions are subject to the minimum wage and overtime pay provisions of the Fair Labor Standards Act. They are paid on an hourly basis and must be paid overtime for time worked that exceeds 40 hours in the standard workweek.
- Applicant statuses should be changed appropriately throughout the search (i.e, meets min quals, does not meet min quals, selected for in person interview, recommended as finalist, recommended for hire)
- Those applicants that meet the minimum qualifications but are not selected, should have their statuses changed to “not selected” and a reason identified as to why they were not selected
- To change an applicant status from the Applicant tab under Status click “Change Status”
- From the dropdown box under Status select the appropriate status, click “Continue to Confirm Page” and “Confirm”
- Click start action under the positions tab on the left side of screen
- Select Create New Nonexempt Position (Request Posting if Applicable)
- Search position
- Find position details in proposed classification
- Click continue to next page
- Complete position description section beginning with selecting the appropriate reason for action
- Attach documents (i.e. advertising doc) to supplemental documents section
- Fill out requisition form if you are going to post position
- Complete search committee details if there is one
- Provide comments if there are any
- Send action to the next level of approval chain
- The HR Rep does not have the ability to change applicant statuses throughout the search. The statuses should be changed by the search by the Search Chair/Designee
- The HR Rep cannot view any applicants until the Search Chair/Designee identify the applicant as “Recommended as Finalist” At this point the HR Rep can only change those applicants who are Recommended as Finalist to either “Not Selected” or “Recommended for Hire”
- Click start action under positions tab on the left side of screen
- Select Modify Existing Nonexempt Position (Request Posting if Applicable)
- Search position
- Click Start Action under position title
- Review Current Position details
- To change the title click the Proposed Classification tab, scroll to the bottom of the screen and select change title (if you are not changing the title proceed to the Position Description tab)
- From the title drop down box select the new title and click search
- Click select and continue if the title is correct
- Scroll to bottom of the screen and select continue to next page
- Complete position description section beginning with selecting the appropriate reason for action
- Attach documents (i.e. advertising doc) to supplemental documents section
- Fill out requisition form if you are going to post position
- Complete search committee details if there is one
- Provide comments if there are any
- Send action to the next level of approval chain
eterp2 Upgrade (15)
eTerp2 is an updated version of the current campus applicant tracking and position management system (eTerp). eTerp2 provides a more intuitive navigational system with many new features and enhancements. For more information on the eTerp2 upgrade visit our project site.
eTerp2 is scheduled to “go live” in 2013. A global announcement will be sent to all users when the new version is available.
- All current exempt and nonexempt position descriptions
- All current faculty positions
- Active and filled postings
- Approved and in process hiring proposals
- Inactive position descriptions
Any regular employee, working at least 50 percent of the time is eligible to participate in the University’s benefit programs. Retirees from such positions are also eligible. Contingent II employees, as well as graduate and research assistants are also eligible for most benefits with the exception of the state-sponsored retirement plans.
The spouse, domestic partner, and eligible children of employees and retirees qualify to enroll in coverage with Dependent Documentation. An “eligible child” is defined as a one of the following until the end of the month in which the child turns age 26:
- A Biological Child
- A Legally Adopted Child
- A Step-child
- A Grandchild*
- A Legal ward*, Testamentary, or Court appointed guardian (not temporary for less than 12 months)
- A Step-grandchild or other dependent child relative
- A Child over the age of 26 and incapable of self-support due to mental or physical incapacity incurred prior to age 26*Please refer to important tax information.
Note: A husband and wife who are both State employees may NOT have duplicate coverage under any plan by covering each other under separate enrollments. Also, children of a husband and wife who are both State employees may NOT be covered twice under both parents’ plans.
When to Enroll
As a new employee, you have 60 days from the date you begin employment to choose your benefit programs. However, it is advisable that you enroll as soon as possible, preferably before your start date. Coverage is effective when the first deduction is made. After the first deduction occurs, if you need coverage back to your original date of hire, please contact the University Office of Employee Benefits (301-405-5654). If you do not sign up for a benefit program within this 60 day period, you will NOT have another opportunity to enroll until the next open enrollment period. (Open enrollment is held once a year.)
Please note that you must choose one of the mandatory retirement programs before your pay check can be issued.
How to Enroll
Enrollment forms can be obtained from either the Office of Employee Benefits, online, or from your departmental Benefits Coordinator.
The enrollment form allows you to make selections as to which benefits programs you want to participate in. It is a simple matter of marking which programs you want, the level of coverage you desire, and who is covered under the plan. Once the form is completed, it must be returned to the Office of Employee Benefits. While some departments will forward these forms for you, we recommend that the they be returned in person when possible.
Remember that you will not be able to cancel, change, or add to your coverage once you have made these decisions until the next open enrollment period. Exceptions to this rule are allowed only under select circumstances. Therefore, it is very important that you make careful and informed decisions regarding your benefits coverage.
Effective Dates for Coverage of New Employees
New Enrollments have an effective date of either the first or the sixteenth of the month, depending upon the pay period for which a deduction is taken form your paycheck. The state payroll system usually takes three pay cycles to begin premium deductions from your paycheck. The premiums deducted cover the two week period extending to your next paycheck.
Once you see a deduction from your paycheck, you will know that your coverage is in effect.
If you need medical care before deductions begin, use the health insurance program you selected. You may have to pay at the time of the doctor’s visit and then file a claim for reimbursement through the insurance company after your coverage becomes effective. In addition, you will have to make your effective coverage date retroactive to the date of your employment. You can do this by contacting the Office of Employee Benefits and making arrangements to pay your portion of the premium for this period.
Once a year, there is an open enrollment period which allows all eligible employees to change, cancel or add to existing coverage. For example, you can change from one health insurance company to another during this time, or you can cancel coverage altogether.
Changes in Coverage Due to Qualifying Events
The State Health Benefits Program operates as a pre-tax cafeteria benefits program under Section 125 of the Internal Revenue Service (IRS) Code. The IRS regulations governing the program do not permit changes after open enrollment, except in very limited circumstances. Once you have elected a plan, you must stay in the selected plan, at the selected coverage level, for the full calendar year, unless there has been a qualifying event.
A qualifying event is a change in family status, such as the birth of a child, loss of a dependent, marriage, or divorce. A qualifying event can also occur in cases where your spouse’s employment is terminated. You have 60 days from the occurrence of the qualifying event to make changes to your benefits. The changes made, however, must be because of and consistent with the change in status that has occurred.
Limited changes may also be permitted for administrative error when it is demonstrated that a mistake has been made by a processing agency.
NOTE: Mistakes in completing the enrollment form and other errors made by the employee or retiree do not constitute administrative error under IRS regulations.
The penalty for non-compliance with the IRS regulations is the loss of tax-exempt status for both the State and the employees in the plan. Changes outside of the open enrollment period will be permitted only in accordance with the IRS regulations. For this reason, you are cautioned to be very careful in making your selections.
NOTE: To receive any applicable refunds, you must submit errors in writing to the State Employee Benefits Division within 60 days of an incorrect deduction from your check.
My child is turning 25. Is this considered a qualifying change?
Yes. At the end of the month that the child turns 25, it is considered a loss of a dependent and therefore a qualifying change. If your child is no longer eligible for coverage under the State plan, they can be covered under COBRA benefits for up to 36 months or until eligible for coverage under another plan. Please see the COBRA section of this website or contact the Office of Employee Benefits.
If I become legally separated, can I remove my spouse from my coverage?
A spouse may be removed from your coverage if you are legally separated. Once removed, however, your spouse cannot be re-enrolled until the next open enrollment period. You must file an enrollment form within 60 days of the date of legal separation to remove your spouse from your coverage.
What if I make a mistake in my coverage or change my mind?
Under Internal Revenue Service rules, we cannot correct mistakes made by the employees at the time of enrollment. Also, we cannot allow changes unless there is a qualifying change in family status. Please be very careful when selecting your coverage.
My spouse’s open enrollment period is different from the State’s. Is this a qualifying event?
The benefits available through your spouse’s employer must change in a significant manner as a result of their Open Enrollment in order to be considered a qualifying event. You must provide documentation from your spouse’s employer of the benefits available to the Open Enrollment and the benefits available after the Open Enrollment for consideration of a significant change.
If I take a Leave of Absence, may I continue my benefits?
Yes, under certain circumstances, you may be eligible for continuation of coverage. Please see the Continuation of Coverage section on this website or contact the Office of Employee Benefits.
If I leave State service or one of my dependents becomes ineligible to continue on my benefits, what benefits are available?
For a review of benefits that are available when you terminate your State employment, or one of your dependents becomes ineligible, please see the Continuation of Coverage section on this web site or contact the Office of Employee Benefits.
Job Applicant FAQ (after March 4) (7)
Begin the application process at ejobs.umd.edu by either of two ways:
- Click on Apply to this job at the top of a specific job posting. You will be guided through the application process.
- Click on Create Account from the Home Page. You will be guided through the application process and be able to search postings and click on Apply to this job at the top of a specific job posting.
Go to the login screen and click I forgot my user name / password. You will be prompted for your username and asked to answer the security questions you answered when setting up your job application account.
Go to the login screen and click I forgot my user name / password. You will be prompted for your email address used to setup your account.
Once an application has been submitted, it can not be edited.
Your application materials will stay on file indefinitely.
Parental Leave FAQs (36)
Parental Leave is a leave assurance policy that can provide eligible regular staff with at least one (1) year of service a period of up to eight (8) weeks of leave for the birth or adoption of a child under the age of six during the first six (6) months following birth or final placement for adoption. It is described in the Campus Policy found at http://www.president.umd.edu/policies/VII749A.html.
If after using all of my leave available for use—Sick, Annual, Personal, Holiday Leave and Comp Time— I still did not get to eight (8) weeks of paid Parental Leave?
Following the exhaustion of all of your accrued leave available for use, you would apply for Advanced Sick Leave while on Parental Leave. Depending on your length of service, you can get up to 15 days for each year of service with a maximum of sixty (60) work days of Advanced Sick Leave.
I do not qualify for Parental Leave. Does that mean I cannot take time off when my child is born or adopted?
Staff should contact Staff Relations on extension 5-0001 to discuss what options may be available.
Complete a Parental Leave Request form. This form can be found on the UHR website located at: http://uhr.umd.edu/uhrform/parental-leave-staff. After completing the form, submit it to your supervisor or department head. They will complete their portion of the form and then sent it to Staff Relations at 2100A Chesapeake Building. Staff Relations will then advise you about your Parental Leave request.
Advanced Sick Leave creates a debt that must be repaid, so what happens if I choose not to use Advanced Sick Leave?
Employees on Parental Leave must get their maximum allowable Advanced Sick Leave before they can proceed to the other leave types available.
Primary Areas of Service (9)
Assists departmental administrators and employees in understanding and applying various Board of Regents and UMCP human resources policies and procedures in the areas of wage and salary administration, leave and timekeeping, performance management, discipline, layoff and other employee relations issues.
Represents management in collective bargaining negotiations with bargaining representatives for covered exempt, nonexempt and sworn police officers, and interprets resulting Memoranda of Understanding (MOUs). Trains management on collective bargaining issues such as familiarizing management with MOU provisions and representation rights. Negotiates side agreements, when necessary, with bargaining unit representatives.
Related Resources: MOU Archive
Assists management in investigating and evaluating employee conduct for potential discipline. Provides assistance in determining what, if any, discipline may be appropriate and in creating necessary documents. Provides guidance on union employee right to representation during investigations.
Assists employees and management in applying the provisions of the University’s Family and Medical Leave policy. Interfaces, as necessary, with employees and health care providers to ensure proper application of the policy. Assists in creation of notification letters to employees regarding rights and obligations.
Schedules medical evaluations with qualified health care provider where there are questions regarding whether an employee is fit to perform the duties of his/her job because of existing health issues. Assists in preparing the documents needed to maximize medical reviews. Helps departments understand the information received after the consultation, ensuring appropriate confidentiality, and assists in the implementation of recommendations of the evaluating health care provider (if any). Assists in acute alcohol or drug situations.
Staff Relations (6)
Rules may originate from a number of sources. There are numerous Board of Regents (or “BOR”) policies applicable to all staff employees, as well as UMCP Policies and Procedures. There may also be departmental or even work group rules specific to where you work. If you are a bargaining unit employee, the applicable Memorandum of Understanding (exempt, nonexempt or Sworn Police) provides additional information.
The determination of inclusion or exclusion into one of the three campus bargaining units is made on a position-by-position basis as determined the duties of the individual job; this means that two employees sharing the same title may have different bargaining unit status. Your supervisor can tell you if your position is included in or excluded from a bargaining unit by viewing your appointment detail screen in PHR.
Each new regular employee, exempt or nonexempt, serves a trial period of employment designed to allow the university to determine if the employee has the necessary attributes and competencies to perform the essential duties of his/her position. Nonexempt regular employees new to the university generally serve an “original” probationary period of six (6) months. Exempt employees new to the university generally serve a probationary period of one (1) year. There are also different probationary periods that may apply as an employee moves to other jobs within the university.
Yes. The University has a formal process open to all Regular employees. Regular employees who are seeking resolutions to workplace matters such as discipline or the application of rules or procedures over which management has control may use the grievance procedure. (Please see links to BOR Policy VII 8.00and BOR Policy VII 8.10)
The core business hours of the university are from 8:30 a.m. to 4:30 p.m., Monday through Friday. However, individual departments determine the specific work hours and reporting requirements of those work groups, and such hours may vary according to the business needs of the organization and the assigned duties of the individual position.
Training & Development (15)
A complete listing of current learning opportunities can be found at training.umd.edu. On this site you can review not only programs offered through our department [University Human Resources (UHR)] but also programs offered through the Office of Information Technology (OIT) and the Office of Research Administration and Advancement (ORAA).
The University of Maryland is committed to maintaining a work environment free of sexual harassment for all faculty, staff and students. Preventing sexual harassment is the responsibility of the entire community. Please be aware of the campus policy on Sexual Harassment http://www.ohrp.umd.edu/compliance/shpp/VI.120a.html#policy
A Sexual Harassment Prevention Program is offered in conjunction with The Office of Human Relations Programs. Please visit their website at http://www.inform.umd.edu/CampusInfo/Departments/OHRP/compliance/shpp.html for the University of Maryland specific policy compliance training. You can also take our e-based SkillSoft training courses by visiting training.umd.edu. https://training.umd.edu/
In addition to our classroom training offerings, we have partnered with SkillSoft to provide faculty and staff with the opportunity to enroll in over 2,400 on-line courses at no cost. This partnership is part of a strategic initiative to broaden the quality and effectiveness of professional development offered to faculty and staff of the University. The SkillSoft e-learning program offers a wide variety of courses in subjects ranging from IT desktop and development certification, to business and professional development skills.
SkillSoft offers flexible learning opportunities, and a quick and easy search function to search the library of available courses. You can stop a course at anytime and begin later where you left off. Certificates are given after successful course completion. SkillSoft can be accessed at https://training.umd.edu/.
Select “E-learning: SkillSoft Web-based Training” and simply log in using your University Directory ID and password.
Employee Training & Development is committed to providing training and development resources that can assist departments in meeting their mission and purpose objectives. Customized training can be designed, facilitated and evaluated by sending a request to email@example.com.
All University of Maryland faculty and staff are eligible to attend our programs on a first come, first served basis. Participants from outside the university are also invited to attend our programs on a “space-available” basis.
Tuition Remission Guidelines (5)
Definition of Regular-Status Faculty and Staff
The terms “regular-status faculty” and “regular-status staff” refer to an employee who is appointed to a position within the University System of Maryland through the approved budgetary and appointment procedures, with the intent that such appointment is for a duration of at least six months. Regular-status faculty and staff members are eligible for tuition remission.
Full-Time Regular Faculty and Staff
Full-time regular-status faculty and staff (100% FTE) are eligible for tuition remission, not to exceed 8 credits for the Spring and Fall semesters, not to exceed 4 credits for Winter Term, and not
to exceed 8 credits hours total for the Summer Sessions for undergraduate and graduate level courses. Full- time regular faculty and staff are also eligible for tuition remission benefits at any USM institution, as well as Baltimore City Community College, St. Mary’s College of Maryland, and Morgan State University, consistent with the tuition remission policy of that institution.
Part-Time Regular Faculty and Staff
Part-time regular-status faculty and staff are eligible for tuition remission benefits equivalent to those of a full-time regular faculty and staff member, but prorated to the employee’s percent of employment, not to be less than 50% for undergraduate and graduate level courses. Part-time regular faculty and staff are also eligible for tuition remission benefits at any USM institution, as well as BCCC, St. Mary’s College of Maryland, and Morgan State University, consistent with the tuition remission policy of that institution.
Contingent Category 1 (C1)
Contingent Category 1 employees are not eligible for tuition remission benefits.
Contingent Category 2 (C2)
Contingent category 2 employees are eligible for tuition remission benefits that are negotiated and defined in the employment contract. As a required minimum benefit, College Park C2 employees are eligible for tuition remission benefits at College Park and University College only. The C2 contract must include a statement that classes may be taken at College Park or University College.
Full-Time Graduate Assistants (20hrs)
Full-time Graduate Assistants are eligible for 10 credits of tuition remission for the Fall and Spring semesters, and 4 credits for Winter Term. Graduate Assistants with 9.5 month appointment must have a summer appointment to be eligible for a total of 8 credits for the summer sessions. Graduate Assistants with a 12 month appointment are eligible for a total of 8 credits for the summer sessions.
Part Time Graduate Assistants (10hrs)
Part time Graduate Assistants are eligible for 5 credits of tuition remission for the Fall and Spring semesters and 2 credits for Winter Term. Part time Graduate Assistants with 9.5 month appointment must have a summer appointment to be eligible for a total of 4 credits for the summer sessions. Part time Graduate Assistants with a 12 month appointment are eligible for a total of 4 credits for the summer sessions.
Fellows are eligible for up to 12 credits of tuition remission. All tuition remission requests and inquiries for fellowships should be directed to the Graduate School at 301.405.3644.
Spouse and Dependents
Opposite and Same Sex Spouses and Children of Regular-Status Faculty and Staff and Contingent 2 Employees Spouses and children under the age of 26 of regular faculty and staff are eligible for tuition remission for full tuition, prorated to the percentage of employment (FTE) of the employee for the Fall and Spring semesters, 4 credits for Winter Term, and not to exceed 8 credits for the whole summer sessions. Tuition remission policy provisions and restrictions are based on the employee’s date of hire
(below). Spouse/Dependents of Contingent 2 employees are eligible for tuition remission at College Park only.
Definition of Dependent Child
A “dependent child” is defined as the son/daughter, stepson/stepdaughter, or legally adopted son/daughter of a USM employee or retiree who:
- Is under the age of 26, or,
- If the child is 26 or older, is claimed as a dependent on the employee’s federal income tax return for the year(s) in which tuition remission is granted.
There is no requirement that a child under the age of 26 be declared a “dependent” on the employee’s tax return to be eligible for tuition remission. However, if the child is not declared as a dependent on the employee’s or, if separated or divorced, the ex-spouse’s tax return, the tuition remission will now be subject to tax.
Definition of a Spouse
A spouse is defined as “a person in a legally contracted marriage recognized by the State of Maryland to a USM employee or retiree, with the exception of an estranged spouse who maintains a separate domicile.” The value of the undergraduate tuition remission will be considered taxable income for a same sex spouse that is not claimed as a dependent on the employee’s tax return. The total value of taxable tuition remission for each semester or term will be segmented over five pay periods in order to lessen the impact of the tax on the employee’s net pay.
Tuition Remission Tax Affidavit
The University System of Maryland has developed an extensive tax affidavit that must be completed by all employees requesting tuition remission for spouses or children to identify taxable or non-taxable status under the policy. If the tuition remission is taxable, the taxation will begin within the time frame of the semester, session or term that it is granted. The total value of taxable tuition remission for each semester or term will be segmented over five pay periods in order to lessen the impact of the tax on the employee’s net pay. College Park faculty and staff using the TR Elf online form for tuition remission for spouses and children enrolled at College Park will find the tax affidavit incorporated into the on line form. If a spouse or child is attending another USM institution, the tax affidavit is included with the paper tuition remission request form.
Conditions of Eligibility
Employees hired prior to January 1, 1990 are eligible for undergraduate and graduate level courses at any USM institution, as well as Baltimore City Community College, St. Mary’s College of Maryland, and Morgan State University, consistent with the tuition remission policy of that institution. The spouse and/or dependent child of the employee must be admitted as a student through the normal admission process.
Employees hired between January 1, 1990 and June 30, 1992 are eligible for tuition remission benefits for their spouse and/or dependents for the first undergraduate degree only. Coursework must be taken at the employee’s home institution unless the program is not offered at the home institution. If a spouse or child fail to be admitted to the employee’s home institution, they may attend another USM institution and enroll in any program. In these situations, with the approval of the Director of Human Resources and the President, the spouse or child may receive 50 percent tuition remission for courses taken at another USM institution, as well as Baltimore City Community College, St. Mary’s College of Maryland, and Morgan State University,consistent with the tuition remission policy of that institution.
For employees hired after July 1, 1992, tuition remission benefits for their spouse and or dependent children become available after they have worked for the University for two years. Tuition remission benefits will be paid for the first undergraduate degree and courses must be taken at the home institution of the employee. Coursework must be taken at the employee’s home institution unless the program is not offered at the home institution. If a spouse or child fail to be admitted to the employee’s home institution, they may attend another USM institution and enroll in any program. In these situations, with the approval of the Director of Human Resources and the President, the spouse or child may receive 50 percent tuition remission for courses taken at another USM institution, as well as Baltimore City Community College, St. Mary’s College of Maryland, and Morgan State University,consistent with the tuition remission policy of that institution.
Spouse and Dependents of Deceased Employees
Spouse and dependent children of employees who die in service are eligible for tuition remission benefits equivalent to that of spouse/dependents of regular active employees in accordance with the following guidelines:
- If the deceased employee’s length of service was less that three years, the spouse/dependent is eligible for one academic year.
- If the deceased employee’s length of service was between three and five years, the spouse/dependents are eligible for two academic years.
- If the deceased employee’s length of service between five and seven years, the spouse/dependents are eligible for three academic years.
- If the deceased employee’s length of service was between seven and nine years experience, spouse/dependents are eligible for four academic years.
- If the deceased employee’s length of service was more than nine years, the spouse/dependents are eligible for five academic years.
Eligibility for tuition remission for spouses shall expire at the end of seven years following the death of the full-time employee, and on the twenty-second birthday for dependent children. For spouse/dependents of deceased part-time regular employees who were employed at least 50 percent-time or more, the percentage of remission shall be proportional to the percentage of employment (FTE), averaging the three years immediately preceding the employee’s death.
Retirees of the University of Maryland are also eligible for tuition remission. For the purposes of acceptance of the tuition remission requests, a “University of Maryland System Retiree” must be receiving
State of Maryland retirement payment and/or optional retirement program payments, and have earned at least five years of USM service credit, inclusive of the former University of Maryland and Board of Trustees of State Universities and College institutions. Verification of retiree status may be obtained by contacting the Human Resources Office from which the employee has retired. Retirees are eligible for tuition remission benefits equivalent to that of an active employee based on the retiree’s FTE at the date of retirement. In other words, if at retirement an employee was in a full-time (100%) status, the tuition remission benefits shall be equivalent to that of a regular full-time active employee. If an employee retires from a part-time regular position, the tuition remission benefits shall be equivalent to that of a part-time regular employee.
Spouse and Dependents of Retirees of the University of Maryland
Spouse and dependent children of retirees are eligible for tuition remission benefits in accordance with the guidelines for that of spouse and dependents of regular active employees. The employee must be receiving a monthly State of Maryland retirement payment and/or an Optional Retirement Program retirement payment. The Human Resources Office of the institution from which the retiree has retired may verify retirement from the State of Maryland. Tuition remission for the spouse or dependents of a retiree is not available at St. Mary’s College.
UMCP Campus Requests
Application for tuition remission is completed on-line. An electronic form called “TR-ELF” is available on the ARES website, by selecting ELF form. The form should be completed on-line, then routed to your designated departmental approver, who will send the form to the University Office of Employee Benefits for final approval and processing. Please see your departmental payroll and benefits administrator for more information on processing the TR-ELF request. Tip sheets for completing a TR-Elf Request are available below.
Graduate Assistants do not need to submit the electronic tuition remission form (TR Elf) each semester or term in order to receive tuition remission. All GA’s that have an active appointment in the university payroll system (PHR) and are registered for classes each semester or term will automatically receive the appropriate tuition remission posted to their student account, based on their full or part time status. However, graduate assistants should check with their departmental approver to confirm that your appointment is active in PHR. Each subsequent semester or term, graduate assistants will automatically receive an email stating that their tuition remission has been processed.
Other USM Institutions
The paper tuition remission request form must be completed for tuition remission requests for other USM institutions. Once the request is completed, your department head/director must review and approve the request. The form should then be sent to the University Human Resources Office of Employee Benefits for review and final approval and forwarded to the appropriate institution for processing. Departmental payroll and benefits personnel typically have a supply of the tuition remission forms; Or select “Tuition Remission Request Form Taxability Affidavit Supervisor Certification for Non-taxable Graduate Tuition Remission and Tax Chart“
The IRS does not require taxation of tuition remission benefits for undergraduate courses, unless the spouse or child is not claimed as a dependent on the employees’ tax return. As of January 1, 2002, tuition remission benefits for employees for graduate level courses will no longer be taxed unless the amount remitted exceeds $5,250.00. If the remission does exceed the $5,250 maximum, the employee will be taxed on the amount above the maximum threshold, unless the program is either required as a condition of employment, or would maintain or improve the skills for the current position (See Tuition Remission Taxability Affidavit). If the graduate level courses meet the above non-taxable conditions, a Supervisor Certification for Nontaxable Graduate Tuition Remission must be included with the Tuition Remission Request Form and Taxability Affidavit. Tuition remission for spouses and dependents at the graduate level will continue to be taxed. The amount to be taxed will be added to the employee’s paycheck over set pay periods and taxes will then be deducted. To determine what Tuition remission would be taxable, view Tuition Remission Request Form Taxability Affidavit Supervisor Certification for Non-taxable Graduate Tuition Remission and Tax Chart
Mandatory fees are waived for faculty and staff only. Graduate assistants and spouses/dependents of employees are responsible for all mandatory fees and non-tuition related costs.
Remedial Level Courses
Remedial level courses (courses below the 100 level) are not covered by tuition remission. This includes remedial math and courses offered by the University of Maryland English Institute (UMEI) courses. Tuition remission will only cover for-credit courses that may be applied toward a degree.
Dropping/Adding and Withdrawing
If an employee or a spouse/dependent drops or withdraws from a course on or after the first day of classes, all or part of the tuition costs may be charged to them. If an employee or a spouse/dependent drops a course and adds another course on the same day, tuition remission will not be affected. However, if an employee or a spouse/dependent drops a course on or after the first day of classes and does not add another course that same day, the tuition remission benefit for that class will be lost. The tuition cost for that class would then be the responsibility of the student. If an employee or a spouse/dependent adds a course to your schedule with no drops, tuition remission will cover the course as long as the TR-ELF/tuition remission request form has enough “credits to be remitted” to cover the additional course. The departmental payroll and benefits administrator can assist with modifying the original tuition remission form should more credits be needed.
Termination of Employment
In order to be eligible for the tuition remission benefit, an employee must have an active PHR appointment until the University’s official drop/add deadline. If an employee resigns, or is terminated from the University prior to the drop/add deadline, the tuition remission benefit will be rescinded and all tuition and mandatory fees will be charged back to the employee’s student account.
Faculty or staff employees who wish to utilize tuition remission by taking courses during the day must receive the approval of their immediate supervisor and department head, who will ensure that daytime coursework does not interfere with the employee’s assigned responsibilities, and does not have operational impact.
Graduate Level Programs
Tuition remission for all graduate level programs is credited at the prevailing standard in-state credit hour rate at the time the class is taken. Programs such as the Full and Part-time MBA, Accelerated MBA, Executive MBA, Executive Masters in Public Management, Full and Part-time Doctorate and MS in Public Policy, Part-time Professional Masters in Engineering, Part-time Distance Learning Engineering, Part-time Masters in Telecommunications, and Part-time Masters in Engineering and Public Policy have higher credit hour rates or flat fee pricing. Enrollees in these programs will be responsible for fees and the difference in tuition that exceeds the prevailing standard in-state credit hour rate for the maximum allowable credits per semester, summer sessions or winter term.
Programs Exempt from Tuition Remission
Programs of study that are exempted from this policy include the M.D. and D.D.S. programs at the University of Maryland, Baltimore, the Doctor of Veterinary Medicine (DVM) Program, the combined DVM and Graduate Degree Program at the Virginia – Maryland Regional College of Veterinary Medicine, and other programs as may be recommended by the President of the institution offering the program and approved by the Chancellor. Availability of tuition remission for self-support programs and courses shall be recommended by the President of the institution offering and approved by the Chancellor. The host institution shall apply the exempted status equally to the applicants who wish to participate in the tuition remission program, whether from the host institution or other institutions.
Freshman Connection, and Young Scholars Program, for high school students, are eligible for tuition remission for dependents attending UMCP. Young Scholars Discovery Program for middle school students is not eligible for tuition remission.
For further information on the tuition remission program, please contact Monica Gonsalves of the University Human Resources Office of Employee Benefits at 301-405-5659, or by email at firstname.lastname@example.org.