Handbook of Operating Procedures
Chapter 4 - Personnel - General
Publication Date: May 9, 2016
Policy Reviewed Date: July 15, 2026
Policy Owner: VP for Enterprise Operations and Strategy

4.08 Employee Training and Education

I. POLICY STATEMENT

It is the policy of The University of Texas at San Antonio general academic campus to encourage all employees to engage in life-long learning and career development.

II. RATIONALE

This policy provides guidelines for the use of the Employee Educational Benefit (EEB) and the use of an employee’s scheduled work hours for the purpose of attending college courses or training programs for professional development.

III. SCOPE

This policy applies to all staff and faculty at UT San Antonio general academic campus. It does not apply to positions that require status as a student.

IV. WEBSITE ADDRESS FOR THIS POLICY

https://www.utsa.edu/hop/chapter4/4.08.html

V. RELATED STATUTES, POLICIES, REQUIREMENTS, OR STANDARDS

UTSA or UT System Policies or the Board of Regents' Rules & Regulation

Other Policies and Standards

VI. CONTACTS

For questions related to HOP policy 4.08, Employee Training and Education, contact the following office(s):

People Excellence
210-458-4250
hr@utsa.edu

VII. DEFINITIONS

Advanced Degree: An Advanced Degree refers to either a Ph.D. or a Master’s Degree.

Faculty: Employees appointed to any rank specified in HOP policy 2.02, Faculty Appointments and Titles. This definition includes both full-time and part-time.

Benefits-eligible employee: An employee who is eligible to be a member of the Teacher Retirement System of Texas (TRS), or Optional Retirement Package (ORP); who works at least 20 hours per week in a position that is expected to last at least four and one half months or longer.

Calendar Year: A 12-month period beginning January 1 - December 31.

Fiscal year: A 12-month period over which the institution budgets its spending. UTSA's fiscal year starts September 1 and runs through August 31.

Successful Completion Standards: Are as follows:

Classes are completed, meaning they were not dropped or listed as incomplete; and
Employee receives a letter grade of C or above, unless the specific program requires a higher letter grade.

Prospective Job Duties: Duties that an employee may be reasonably able to attain at a future date. These duties may be related to the employee's current job duties or a job duty that relates to a different area at the university.

VIII. RESPONSIBILITIES

Employee
1. Obtains approval of supervisor and/or appropriate administrator(s) as determined by the department, prior to enrolling in classes and/or training programs.
2. If utilizig the EEB (benefits-eligible employees only), confirms EEB eligbility.
  1. Visits One Stop Enrollment to view academic calendars and submits Employee Educational Benefit Form by census date.
Supervisor or Department Administrator(s)
1. Determines the impact of the employee’s absence during the employee’s normal work hours in relationship to the work area, duties, and responsibilities.
2. Determines whether the degree program is related to current or prospective job duties.
3. Approves or denies the employee’s request to attend the course and/or utilize the EEB as outlined in this policy.
Financial Aid Office
1. Reviews and processes the EEB request.
2. Verifies that the employee has not exceeded the maximum number of credit hours allotted per fiscal year.
3. Verifies that the employee has met Successful Completion Standards.
People Excellence
1. Verifies employee's eligibility for the EEB at the time of the request.
Payroll Services
1. Reports educational benefit as taxable income in accordance with applicable tax laws.

IX. PROCEDURES

Benefits-eligible Employees
1. Benefits-eligible employees may request time to attend classes during the regular work week, with a maximum of three hours per week, during the Fall, Spring, or Summer semesters when the following conditions are met:
  1. Prior to enrolling, the employee obtains approval from the employee’s supervisor and/or appropriate administrator(s) as determined by the department.
  2. The employee must meet enrollment requirements for the course.
  3. The course should be aligned to current or prospective job duties, as defined above.
2. In addition to the conditions outlined above, faculty are subject to the following:
  1. Faculty shall obtain written approval from the Department Chair and Dean prior to enrolling in or auditing a class.
  2. Tenured and tenure-track faculty members may not pursue an advanced degree at UTSA.
  3. Tenured and tenure-track faculty members are required to obtain prior written approval of the Department Chair, Dean, Provost and Vice President for Academic Affairs and the President prior to enrolling in classes with the intent of obtaining an undergraduate degree.
  4. A non-tenure track faculty member wishing to pursue an Advanced Degree at UTSA must be recommended by their Department Chair, and the recommendation must be approved in writing by the appropriate Dean.
Employee Educational Benefit (EEB)
1. Employees must meet the following eligibility requirements to apply for this benefit:
  1. Must be a current Benefits-eligible Employee who has been appointed as such for at least six (6) continuous months at UTSA, as of the first day of the semester in which the employee plans to attend.
  2. Employees must be accepted for admission and be enrolled at UTSA.
2. Eligible employees qualify for a maximum of twelve (12) hours per fiscal year. The EEB has no accrual and cannot be carried over to the next fiscal year.
3. Educational assistance of up to $5,250 per year is excluded from an employee’s taxable income. Any benefits received under this program above $5,520 in a calendar year will be reported on the Form W-2 and are subject to standard employment taxes.
4. Eligible employees must submit a completed Employee Educational Benefit Program form to the Financial Aid Office each semester, by the census date for the semester in which the benefit will apply.
  1. This form requires department approval for the degree program.
  2. The degree program (or classes if non-degree) must be related to the current or Prospective Job Duties.
  3. The Financial Aid Office will review the EEB form for benefit and credit approval. Current benefit amounts can be found on the Financial Affairs website.
5. Continuation of the EEB Program is subject to applicable state and federal laws.
6. For forms, FAQ's, or additional information, please visit the Employee Educational Benefit website.
Other Forms of Educational Training (Benefits-eligible and Non-Benefits-eligible employee)
1. All other forms of educational training (e.g. continuing education or professional development) may occur during normal working hours when the following conditions are met:
  1. Prior to enrolling, the employee obtains approval from the supervisor and/or appropriate administrator(s) as determined by the department.
  2. The employee must meet enrollment requirements for the training.
  3. Training may take place anytime during the year.
  4. The educational training must be related to the employee’s current or Prospective Job Duties as determined by the supervisor.
  5. Time away from work for education or training that is not related to the employee’s current or prospective assignments must be made up or the employee’s available vacation, compensatory time, floating holiday or a flexible work schedule must be used. Flexible work schedules must be approved in advance by the supervisor.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

None

XI. FORMS AND TOOLS/ONLINE PROCESSES

Employee Education Benefit form

XII. APPENDIX