Which category do you fall into?

If your employer provides you with a tuition reimbursement benefit, you probably fit into one of the following two categories:

1. Your employer reimburses you for your tuition prior to the beginning of the semester or pays Regent University directly. If this is you, then your responsibility is to ensure that your tuition payment is made or that your company's tuition voucher is submitted to the University's Business Office by the payment deadline of each semester. Please register for your courses and start the reimbursement/payment process with your company as early as possible to meet the payment deadline. Failure to submit payment or the necessary paperwork to the Business Office by the published payment deadline will subject you to a $100 late fee. It is your responsibility to follow up with both your company and the Business Office to ensure that these things have been processed by the deadline. Please direct any questions regarding your payment arrangements to the cashiers (Toll Free: 877.850.8434, Phone: 757.352.4059, International Phone: 877.386.9525, Fax: 757.352.4342).
   
   
2. Your employer reimburses you for your tuition costs after the completion of a given semester. If this is you, then you may want to utilize the Employer Reimbursement Deferment Plan explained below.

Employer Reimbursement Deferment Plan

How does the Employer Reimbursement Deferment Plan work?

Most employers who provide tuition reimbursement reimburse their employees after they have completed their courses and received their grades for a given semester. As a service to our employer-reimbursed students, Regent University allows such students to defer payment for a given semester until the 4th Friday of the following semester. Students choosing to defer any part of their tuition payment under this plan are required to submit an Employer Reimbursement Deferment Form to the Business Office prior to the start of each semester and will be charged a $45.00 fee to set up their deferment. A valid credit card number will be required at this time and will be kept on file with the Business Office for one semester. If payment has not been made by the 4th Friday of the following semester, the student's credit card will be drafted at that time for the full amount of their tuition. This credit card draft date is designed to give students ample time to receive their grades from the Registrar's Office and to process their reimbursement with their employer before their credit card payment is due.

IMPORTANT!!: We recommend that students maintain a separate credit card specifically for this tuition deferment plan with a minimum credit line equal to or greater than their expected tuition each semester. This step will prevent a student's personal credit card from exceeding its credit limit when tuition is charged on the given draft date. Regent University maintains the right to revoke a student's tuition deferment privileges if their credit card declines at the time the card is drafted. Students will be immediately dropped from their classes for non-payment at this time and will be charged a $100 late payment fee. As a matter of honesty and integrity, please DO NOT use this plan if you know that your credit card does not carry the minimum credit line to cover your tuition balance.

Students whose companies reimburse less than 100% of tuition can only defer payment on that portion of their tuition that will be covered by their company. The student is responsible to set up other satisfactory payment arrangements for the remainder of the tuition balance by the payment deadline (e.g., full payment, TIP, loans). Please note if you withdraw from classes after the 100% or 50% refund periods in a given semester, you are still obligated to make payment of your entire balance by the published credit card draft date, regardless of forfeiting tuition reimbursement from your employer.

What do you need to do utilize the Employer Reimbursement Deferment Plan?

1. Mail, email or fax a copy of your employer's tuition reimbursement policy to your respective advisor in the School of Education prior to the payment deadline of the first semester in which you desire to start the plan. Once we have your policy on file, you will not need to send it again, provided your employer's reimbursement policy does not change. If there is a change in the policy, or you happen to change employers, you will need to send an updated policy. Your advisor will inform the Business Office that we have the policy on file.
   
   
2. Submit the Employer Reimbursement Deferment Form prior to the payment deadline of EACH semester in which you desire to participate in the plan. The Business Office will need to obtain the following information from you at that time:
   
   
   • Personal contact information (home phone, business phone, fax, mailing address, email address).
     
     
   • Credit Card number and expiration date. Regent University accepts MasterCard and Discover. Please be sure that your credit card does not expire prior to the credit card draft date and that it has a sufficient credit line to cover the full amount of your tuition that you are deferring).
     
     
   • Authorization of the amount to be drafted from your credit card if payment has not been received by the deferment draft date (currently, the 4th Friday of the following semester). Be sure to include all fees, including the $45 deferment fee, in the total.
     
     
   • In the Comments section, request a copy of your tuition invoice from the Business Office. Keep this invoice on file until the time your employer requests it for reimbursement.
     
     
3. Fax an Authorization to Release Student Records Form to the Registrar's Office to request your grade report to be mailed to you at the end of the term. NOTE: Grade mailers will no longer be automatically mailed to students now that grades can be viewed online through GENISYS (Fax: 757.352.4033).
   
   
4. Contact the Business Office if your credit card information changes over the course of the semester. Ensure that your card maintains a sufficient line of credit until the time it is drafted the following semester.

Please note: Failure to set up the employer reimbursement deferment plan by the payment deadline each semester will subject you to a $100 late payment fee. We hope these guidelines clarify the expectations of the University regarding employer reimbursement. If you have any questions about these guidelines, please contact your advisor, or the Regent University Business Office.

Phone Contact	Mailing Address
Toll free: 877.850.8434 Phone: 757.352.4059 International: 877.386.9525 Fax: 757.352.4342	Regent University Business Office Administration Building, Room 134 1000 Regent University Drive Virginia Beach, VA 23464