IMPORTANT NOTICE ABOUT TUITION WAIVERS
With the implementation of UBC's new administrative system, Workday, some of HR resources and processes will be changing. Tuition waiver applications for credit courses will be accepted through the current system until October 15, 2020. Hold on to your credit courses tuition waiver requests until November 15 to submit them through the new system when it becomes available.
A manual process will be in place to apply for non-credit course tuition waivers between October 15 and November 15, 2020. Scroll down to “How and when do I apply” section for more information.
This section describes the tuition waiver benefit available to members of the following employee groups:
- BCGEU Okanagan
- CUPE 116
- CUPE 2278 – English Language Instructors (CUPE 2278 Teaching Assistants are not eligible for this benefit)
- CUPE 2950
- Executive Administrative, Farm Workers
- IUOE 115
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
- UBC Extended Learning and approved Sauder School of Business Continuing Business Studies non-credit courses (the dollar equivalent of 12 undergraduate credits); or
- Sauder School of Business Certificate in Digital Leadership or Certificate in Digital Communications Strategy approved courses effective April 1, 2019.
The following employee groups are also eligible for professional development funds:
- BCGEU Okanagan: See the Okanagan Support Staff Professional Development Funding page for more information.
- CUPE 116: See the CUPE 116 Professional & Skills Development Fund page for more information.
- CUPE 2950: See the CUPE 2950 Job Skills Training Program page for more information.
- Executive Administrative: See the Executive Administrative Professional Development Fund page for more information.
Am I eligible for the tuition waiver?
This section describes the eligibility criteria for each of the following employee groups: BCGEU Okanagan, CUPE 116, CUPE 2278 – English Language Instructors (CUPE 2278 Teaching Assistants are not eligible for this benefit), CUPE 2950, Executive Administrative, Farm Workers and IUOE 115.
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.
You can take UBC Extended Learning courses, Sauder School of Business Continuing Business Studies approved non-credit courses as well as Certificate in Digital Leadership or Certificate in Digital Communications Strategy approved courses. These courses may be taken by employees who do not have academic prerequisites. This benefit will only cover the tuition fees.
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, 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?
Eligible courses include:
- 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, including non-credit courses required for completion of certificate program (non-cohort certificate program)
- Sauder School of Business Certificate in Digital Leadership (Strategic Thinking in the Digital Content; Digital ROI; Digital Readiness and Transformation; Leading Data-Driven Performance) or Certificate in Digital Communications Strategy (Fundamentals of Digital Communications Strategy; User Experience Strategy; Digital Content and Storytelling; Digital Awareness and Protection; Digital Project Management) courses effective April 1, 2019
- UBC Distance Education and Technology courses
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 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 start your anniversary year taking:||Your annual maximum||Comments|
|undergraduate credit course||$2,202.72||12 undergraduate credits at $183.56 per credit
The amount will be higher for undergraduate credit courses and programs with specialized fees (Medicine, Law, Dentistry and Pharmaceutical Sciences)
|non-credit course||$2,202.72||dollar equivalent of 12 undergraduate credits|
The amounts in the table above apply to domestic students (effective May 1, 2020). International students are charged international tuition fees and starting May 1, 2017 these fees will be 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 courses that are paid before registration.
- Application and student fees.
- Tuition fees covered by funding that is not repayable, such as scholarships and prizes, sponsorship by a third party, bursaries and grants.
- International undergraduate 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.
- Graduate credit courses and programs.
- UBC Extended Learning or Sauder School of Business Continuing Business Studies cohort certificate programs (a cohort certificate program is taken as a single program, as opposed to a non-cohort certificate program that is taken course by course).
- 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 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 and Certificate in Digital Leadership or Certificate in Digital Communications Strategy approved courses).
- 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.
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 your eligible dependents for non-credit courses.
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:
- under the age of 25, and
- 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.
Auxiliary employees who are eligible for the Tuition Waiver benefit may be eligible to transfer the Waiver to an eligible spouse or child provided they have worked 960 hours in the previous calendar year and have not been laid off nor terminated their employment.
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 credit course or
- a UBC Extended Learning or an approved Sauder School of Business Continuing Business Studies non-credit course.
To register in an undergraduate credit course:
Applying for credit courses before or on October 15:
- 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 on the UBC Faculty and Staff Self-Service Portal. Review the step-by-step instructions on applying for the Tuition Waiver online.
- Any fees not covered by the Tuition Waiver must be paid by the deadline specified in the UBC Academic Calendar.
Applying for credit courses After October 15:
Hold onto your Tuition Waiver requests from October 15 and submit them using the new online system after November 15. Instructions for using the new system will be on the website.
After you have applied:
- In most cases, the Tuition Waiver will be approved instantly.
- The waiver will be sent to Enrolment Services for you the following day.
- Enrolment Services will process the waiver as payment ((you can verify this by logging in to the UBC Student Services Centre). Processing times will vary depending on the time of year.
To register in a UBC Extended Learning or approved Sauder School of Business Continuing Business Studies non-credit course:
Applying for non-credit courses before or on October 15:
- To register for a non-credit course, complete a Tuition Waiver application form online on the UBC Faculty and Staff Self-Service Portal, using one form for each course in each term. Review the step-by-step instructions on applying for the Tuition Waiver online. You do not need to register separately with Extended Learning or Sauder School of Business or pay in advance.
- Complete a Tuition Waiver application form online on the UBC Faculty and Staff Self-Service Portal, using one form for each course in each term. Review the step-by-step instructions on applying for the Tuition Waiver online.
- 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.
Applying for non-credit courses from October 16 until November 15:
Submit Tuition Waiver requests for non-credit courses (including UBC Extended Learning and Sauder Continuing Business Studies) using the Non-credit tuition waiver request form.
Please email completed form to:
To make changes to your submitted application:
Waivers for UBC Extended Learning and Sauder Continuing Business Studies courses cannot be modified through Self Service. 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?
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 and have your tuition credits reinstated. Review the step-by-step instructions for how to cancel a Tuition Waiver application for undergraduate credit courses.
If you (or your dependent) withdraw from a course after October 15 and before the deadline to do so without a “W” (withdrawal) standing, please contact the person below:
- If your last name starts with a letter from A-L, call 604-822-9290
- If your last name starts with a letter from M-Z, call 604-822-8979
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:
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 his or her 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 his/her 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 about the tuition waiver?
All Tuition Waiver applications are handled at UBC Vancouver Financial Operations – Payroll. You can direct specific questions to the person listed below:
- If your last name starts with a letter from A-L, call 604-822-9290
- If your last name starts with a letter from M-Z, call 604-822-8979