Administrative executive, management & professional, and non-union technicians and research assistants

This section describes the professional development benefits available to members of the following employee groups:

• Administrative Executive
• Management & Professional
• Non-Union Technicians and Research Assistants

Please read the eligibility requirements that apply to your employee group.

If you are a member of one of these employee groups, you are eligible for a Tuition Waiver in each 12-month period as follows:

• 12 credits of UBC undergraduate courses (transferable to your eligible dependent spouse or child); or
• 12 credits of UBC graduate courses (non-transferable to your dependent spouse or child); or
• UBC graduate program fees (up to the normal program fee; non-transferable to your dependent spouse or child); or
• UBC Extended Learning and approved Sauder School of Business Continuing Business Studies non-credit courses and certificate programs (the dollar equivalent of 12 undergraduate credits; non-transferable to your dependent spouse or child).

Tuition waivers

The Tuition Waiver covers the cost of tuition for up to 12 credits of undergraduate courses, 12 credits of graduate courses or graduate program fees (up to the normal program fee) over a 12-month period, provided that a fee-paying student is not displaced. This benefit covers tuition fees only and does not cover any other fees that may be associated with the course. You can also use the dollar-equivalent of 12 undergraduate credits to waive the tuition of UBC Extended Learning courses, Sauder School of Business Continuing Business Studies approved non-credit courses and certificate programs.

Tuition Waivers can be used at UBC’s Vancouver and Okanagan campuses.

BC residents who are citizens or permanent residents of Canada aged 65 and older can register directly with Student Services for courses with full waivers for application, tuition and student fees. In this situation, you do not need to submit a Tuition Waiver.

Am I eligible for the tuition waiver?

This section describes the eligibility criteria for each of the following employee groups: Administrative Executive, Management & Professional and Non-Union Technicians and Research Assistants. You must meet the eligibility criteria for your employee group to qualify for the Tuition Waiver.

If you are enrolling in a credit course, you must also meet UBC’s student admission requirements. Contact Enrolment Services at the Vancouver or Okanagan campus to confirm that you meet these requirements. For admission to graduate-level courses or a graduate program, contact the Faculty of Graduate Studies at the Vancouver or Okanagan campus.

You can take UBC Extended Learning courses as well as Sauder School of Business Continuing Business Studies approved non-credit courses and programs. These courses may be taken by employees who do not have academic prerequisites; however, for certificate programs, please check with UBC Extended Learning or Sauder School of Business Continuing Business Studies about any necessary prerequisites. This benefit will only cover the tuition fees. Administration fees for certificate programs are not covered.

When am I not eligible for the tuition waiver?

You are not eligible for the Tuition Waiver if the start date of your course is:

• After your termination date,
• Before your qualifying period is complete,
• During a period in which you have been laid off,
• During an unpaid leave, or
• During a medical leave without pay. However, if you are receiving benefit payments through the Disability Benefit Plan (DBP), you are eligible for the Tuition Waiver while you are receiving DBP benefits.

You are eligible for the Tuition Waiver during a paid leave, such as a maternity/parental leave.

What courses are covered?

You can use the Tuition Waiver for the following:

• UBC undergraduate-level courses numbered 100-199, 200-299, 300-399 and 400-499
• UBC undergraduate-level courses and programs with specialized fees (Medicine, Pharmaceutical Sciences, Law and Dentistry)
• UBC Extended Learning and Sauder School of Business Continuing Business Studies approved non-credit courses and certificate programs
• UBC graduate-level courses numbered 500-699
• UBC graduate program fees (up to the normal program fee)

Tuition waiver anniversary date

The start of your 12-month tuition year begins on your Tuition Waiver anniversary date. This is the date of the first course or program that you apply your Tuition Waiver towards.

If your first course is an undergraduate/graduate course: Your Tuition Waiver anniversary date is the first day of the term in which the course/program falls. For example, if your first course covered by the Tuition Waiver begins on September 5, with the term beginning on September 1, your Tuition Waiver anniversary date is September 1 of each year. This means that you have from September 1 of one year to August 31 of the following year to register in and begin your courses, up to the annual maximum.

If your first course/program is a non-credit course/program: Your Tuition Waiver anniversary date is the first day of the course/program. For example, if the first course you take starts on November 22, your Tuition Waiver anniversary date is November 22 of each year. This means that you have from November 22 of one year to November 21 of the following year to register in and begin your courses, up to the annual maximum.

How much am I eligible for?

Your annual maximum will renew each year on your Tuition Waiver anniversary date.

If you use the Tuition Waiver more than once in the same anniversary year and take a different course/program than what you started the year with, your annual maximum will change to reflect the amount associated with the current course/program.

For example, if you begin your year by taking an undergraduate course and then decide to enter a full-time graduate program within the same anniversary year, your annual maximum will change from $2,384.04 to $5,515.71 (the full-time graduate program amount). Similarly, if you begin your year in a full-time graduate program and then decide to take an undergraduate course, your annual maximum would change to $2,384.04, which is the undergraduate credit course amount.

If you begin your year in a graduate program with full-time or part-time fee installments, and then within the same tuition anniversary year enter the program year where continuing fees are assessed, your annual maximum will reduce to the continuing fee. For example, if you started your tuition anniversary year on May 1 in year two of a full-time master’s program and on September 1 you entered year three of the program, your annual maximum would change from $5,515.71 to $2,519.91 (the continuing fee).

Your balance at any point in time is your annual maximum, less any amount you have used during your anniversary year.

The amounts in the table above apply to domestic students (effective May 1, 2024). International students are charged international tuition fees and as of May 1, 2017 these fees are covered under by the Tuition Waiver. Refer to the current UBC Academic Calendar for international tuition fees.

What costs are not covered by the tuition waiver?

The Tuition Waiver does not cover the following:

• Any non-refundable deposit for undergraduate and graduate credit courses/programs that is paid before registration.
• Tuition fees covered by funding that is not repayable, such as scholarships and prizes, sponsorship by a third party, bursaries and grants and the Graduate Support Initiative (applies to students registered in a master’s or PhD program).
• Application and student fees.
• Undergraduate and graduate international tuition fees incurred prior to May 1, 2017. However, you can apply for tuition waivers up to the domestic undergraduate or graduate tuition amount for these courses/programs.
• Administration fees for certificate programs offered by UBC Extended Learning.
• Courses and programs that are not UBC undergraduate or graduate credit courses.
• Non-credit courses and certificate programs that are not UBC Extended Learning.
• Sauder School of Business courses and programs, including but not limited to Executive Education, Summer Programs, Real Estate, Business Families, Ch’nook, Aboriginal Business, Diploma in Accounting and Diploma in Marketing and Sales. (Exceptions include Sauder School Continuing Business Studies approved courses and programs that were previously offered by UBC Extended Learning).
• UBC MOOC courses offered by edX.
• Courses offered by other institutions (including the Open University).
• Botanical Gardens or UBC Recreation courses, listed in the UBC Extended Learning calendar.
• UBC-sponsored courses through Human Resources.
• Full-time and part-time graduate programs (master’s and doctoral) that have special program fees. However, you can apply for a tuition waiver for up to the normal (full- or part-time) program fee.
  • Refer to the current UBC Academic Calendar for a list of master’s degree programs with special program fees
  • Refer to the current UBC Academic Calendar for a list of doctoral degree programs with special program fees

Paying student fees and opting out of the Student Health Plan

Student fees are not covered by the Tuition Waiver. You must pay these student fees.

As a registered student taking UBC credit courses, you are automatically enrolled in and charged for the UBC AMS/GSS Health Plan (UBC Vancouver) or the UBCSUO Student Health Plan (UBC Okanagan). You can opt out of the respective Student Health Plan if you are covered by another benefit plan, such as the UBC Extended Health and Dental Plan.

Learn how to opt out of the Student Health Plan.

Can my spouse or child use this benefit?

Some or all of your 12 undergraduate course credits can be transferred to your spouse or children, as long as they qualify as eligible dependents. The Tuition Waiver cannot be transferred to eligible dependents for graduate credit courses, graduate programs, non-credit courses nor certificate programs.

You can transfer the Tuition Waiver to your legal spouse, common-law spouse or partner of the same sex. At any one time, only one person may be claimed as your spouse or partner.

You can also transfer the Tuition Waiver to your dependent child if he or she is:

• Unmarried,
• Under the age of 25,
• In full-time attendance at UBC, and
• Substantially dependent on you for financial support at the start of the session to which the Tuition Waiver applies.

How and when do I apply?

You will need a valid UBC student number to enrol for courses.

You should submit the Tuition Waiver application before tuition payments are normally due. If you submit your Tuition Waiver application after the tuition payment deadline, you will be charged late fees and/or interest that will not be covered by the Tuition Waiver.

Please remember that the non-refundable deposit you must pay before registration is not covered by the Tuition Waiver.

The application process depends on whether you are enrolling in:

• An undergraduate or graduate credit course or graduate program, or
• A UBC Extended Learning or an approved Sauder School of Business Continuing Business Studies non-credit course or certificate program.

To register in an undergraduate or graduate credit course:

• Register for the course(s) that you (or your spouse or dependent child) wish to apply your Tuition Waiver against. Once registered, do not pay for the course.
• Apply for the Tuition Waiver online through your Workday account. For step-by-step instructions for applying for the Tuition Waiver search the Knowledge Base or contact the Integrated Service Centre.
• Any fees not covered by the Tuition Waiver must be paid by the deadline specified in the UBC Academic Calendar.

To register in a UBC Extended Learning or approved Sauder School of Business Continuing Business Studies non-credit course or program:

• To register for a non-credit course, complete a Tuition Waiver through your Workday account at least one day prior to the course start date. For step-by-step instructions for applying for the Tuition Waiver search the Knowledge Base or contact the Integrated Service Centre. You do not need to register separately with Extended Learning or Sauder School of Business or pay in advance. You will need to complete one waiver for each course in each term.
• Your application will be approved instantly (in most cases) and sent to Extended Learning or Sauder School of Business the following day.
• Extended Learning or Sauder School of Business will enrol you in the course (space permitting) and will contact you to confirm your enrollment.
• Any fees not covered by the Tuition Waiver must be paid upon confirmation of enrollment. You are not registered in the course until UBC Extended Learning or Sauder School of Business receives payment in full.
• If you are wanting to complete a Tuition Waiver for a course on or after the course start date, contact Extended Learning or Sauder School of Business to confirm if you can attend first. Then, create a ticket through the Service Now Self Service Portal to have the waiver created on your behalf. Provide the following information in your ticket: 
  • Complete course code
  • Course name and start date
  • Employee number.
• If you have already paid for a non-credit course, first contact Extended Learning or Sauder School of Business to confirm if a refund can be issued before submitting a tuition waiver for that same course.

To make changes to your submitted application:

Waivers for UBC Extended Learning and Sauder Continuing Business Studies courses cannot be modified through Workday. Once you submit a waiver for a course, UBC Extended Learning registers you in that course. If you wish to cancel a course, please contact UBC Extended Learning and Sauder Continuing Business Studies.

How do I withdraw from a course?

Undergraduate or graduate credit course or graduate program:

If you (or your dependent) withdraw from a course before the deadline to do so without a “W” (withdrawal) standing, you can cancel your waiver online and have your tuition credits reinstated. For step-by-step instructions on cancelling the Tuition Waiver search the Knowledge Base or contact the Integrated Service Centre.

If you withdraw after the deadline, you will not be able to cancel the Tuition Waiver. The Tuition Waiver will be used to pay for the cost of the course and your Tuition Waiver credits will be reduced as if you took the course.

UBC Extended Learning or approved Sauder School of Business Continuing Business Studies non-credit course or program:

If you withdraw from a course or certificate program, please contact UBC Extended Learning or Sauder School of Business to cancel your Tuition Waiver application at least three business days before the start of the course. Extended Learning or Sauder School of Business will then notify Financial Operations – Payroll to cancel the waiver, less any cancellation fees. Please see either the Extended Learning course calendar or Sauder School of Business website for full information on specific refund policies. Extended Learning or Sauder School of Business will also ask that you return the receipt for the course.

Is this a taxable benefit?

Fees for credit courses

If you are taking the course, the Tuition Waiver is a non-taxable benefit. If you have transferred your Tuition Waiver to a dependent, this is considered a taxable benefit for your dependent and UBC Enrolment Services will issue a T4A slip for your dependent at year-end.

If your dependent meets certain criteria, he or she may be able to exclude the amount from income on their income tax and benefit return. For more information, please refer to the Canada Revenue Agency General Income Tax and Benefit Guide.

Fees for non-credit courses

The fees for all non-credit courses that are unrelated to work are a taxable benefit and the amount of tuition will be included in Box 40 of your T4 slip at year-end.

For a non-credit course to be considered non-taxable, your Supervisor must authorize that the course is related to your work. The online system automatically recognizes some non-credit courses to be work-related and non-taxable.

If there is a question as to the taxability of the non-credit course:

• You will be prompted to enter your Supervisor’s email during the online Tuition Waiver application process and
• Your Supervisor will then receive an email from UBC Financial Services asking for their authorization that the non-credit course is related to your work (i.e., non-taxable). Your non-credit course will be considered taxable until your Supervisor provides authorization to UBC Financial Services.

If your non-credit course is unrelated to work, you do not need to provide your Supervisor’s email and the tuition will be considered a taxable benefit.

All credit courses are non-taxable, so your Supervisor does not need to provide authorization.

Questions?

If you have general questions about tuition waivers or your eligibility, please contact UBC Benefits. If you have submitted a tuition waiver application, and have questions about the processing, please contact the Integrated Service Centre.