USM Tuition Remission (DRAFT)

USM Tuition Remission Policy and Procedures are administered by UMBC’s Human Resources and UMBC’s Financial Services Departments.

  • UMBC Employees will log into the USM Tuition Remission System to submit the Application starting July XX, 2019.
    • USM Tuition Remission Application will be linked to Employee’s “Primary Position”along with other employee information.
    • Additionally, the Primary Position’s Department Budget Earnings (DBE) information from PeopleSoft Human Resources System will be linked behind the Application.
  • USM Tuition Remission System will be updated weekly — Monday at midnight.
  • Employee’s Primary Position’s DBE funding at the time of Application will be the funding that is charged the Tuition Remission. -Need to confirm.

    • This expanded use for DBE information requires that the DBE funding source in PeopleSoft HR continue to be accurate.
    • If the funding source is changing, DBE would need to be updated by the FY20 Payroll Distribution Deadlines in order for the Employee’s Funding to be accurate for Payroll Distribution, as well as Tuition Remission Distribution.
  • No Supervisor Approval for Tuition Remission is required unless the course is during work hours.
  • Eligible Employees will have access to this USM Benefit directly from USM–see BOR Policies for Tuition Remission Eligibility below.

Tuition Remission Distribution

Student Business Services’s Tuition Remission Group will distribute the Tuition Expense via Journal Entry based on the DBE Chartstring information using the outline below:

T U I T I O N    R E M I S S I O N     (E M P L O Y E E)
Funds on Primary Position   
Follows DBE Percentage
Financial Chartstring Charged 
State Funds No 1111, 10513, 6018110* RSTRUCK-check with Marlo’s Budget process*
Auxiliary Funds Yes 1112, 10xxx, 6018110
Self-Support Funds Yes 1113, 10xxx, 6018110 and Project Information
Grant Funds Yes 1253, 10xxx, 6018110 and Project Information ** Minimal Exceptions

BOR Policy Tuition Remission – Employee 4.10

** Minimal Exceptions: on the rare occasion that the Grant Funds do not allow Employee Tuition, this will be handled after the transactions post.

T U I T I O N    R E M I S S I O N     (S P O U S E / D E P E N D E N T  C H I L D)
Funds on Primary Position   
Follows DBE Percentage
Financial Chartstring Charged 
State Funds No 1111, 10513, 6018110* RSTRUCK-check with Budget process*
Auxiliary Funds Yes 1112, 10xxx, 6018110
Self-Support Funds Yes 1113, 10xxx, 6018110, and Project Information
Grant Funds No Departmental DRIF Project Will be used. RSTRUCK make sure

BOR Policy Tuition Remission – Spouse / Dependent Child 4.20

How to transfer Tuition Remission after Central’s Tuition Remission Distribution Journal Posts?

  • Journals can be submitted after the Tuition Remission Distribution Journal has posted.
  • For Restricted Funds, please follow OCGA’s Cost Transfer Procedures
  • For Unrestricted Funds,
    • Attach a REX Finance report to the Journal and please highlight the individual Tuition Remission expense.
    • Include the Reason for transferring the expense on the Long Description of the Journal.
    • Part or all of the expense may be transferred from Unrestricted funds.
    • Line Description of the Journal must include the Campus ID and Employee ID. Find Campus ID here.
  • Although the funding partly follows the DBE, the PeopleSoft HR Retros to Payroll Distribution will not retroactively move Tuition Charges.  The expense must be transferred via Journal Entry.

Other Things to Know:

Charge backs

What reports can campus use to know which Position is Primary Position ?

Internal Journal Tracking. (UMBC Employee / UMBC Courses)
External Journal Tracking. (UMBC Employee / other Institutional Courses)

Will the Employee ID be manually added since the USM download only has Campus ID?