Life and Family Support

These benefits go beyond your health and retirement plans: reimbursements, educational assistance, loans, and financial support for employees who need it.

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Adoption Reimbursement Educational Assistance Faculty and Staff Loans 7% Special Benefit Healthcare Cost Hardship

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Adoption Reimbursement

Dartmouth provides a reimbursement of up to $5,000 per calendar year for qualified expenses associated with adopting a child. All Dartmouth benefits-eligible employees may apply. The benefit is pro-rated for employees working less than full time.

About the Benefit

• The maximum reimbursement per adoption transaction, per employee, per calendar year is $5,000, even if more than one child is adopted in a single transaction.
• Reimbursement requests may include services received within the current calendar year or during the prior calendar year.
• Reimbursement is made through your paycheck, either as a $5,000 lump sum or in smaller amounts as expenses are incurred.

Eligible Child

• Any child under age 18 (eligible for the part of the year they were under 18, if they turned 18 during the year).
• Any disabled individual physically or mentally unable to care for themselves.

Qualified Adoption Expenses

Reasonable and necessary expenses directly related to, and for the principal purpose of, the legal adoption of an eligible child.

Includes:

• Adoption fees
• Attorney fees
• Court costs
• Travel expenses (including meals and lodging) while away from home
• Re-adoption expenses relating to the adoption of a foreign child

Does not include:

• Expenses for which you received funds under any state, local, or federal program
• Expenses that violate state or federal law
• Expenses incurred on dates you weren't working for Dartmouth in a benefits-eligible capacity
• Expenses for carrying out a surrogate parenting arrangement
• Expenses for adopting your spouse's child

Questions on qualified vs. non-qualified expenses? Contact the Benefits Office at (603) 646-3588.

How to Apply

• Submit a completed Request for Adoption Expense Reimbursement form, with itemized invoices and corresponding proof of payment.
• All requests (with supporting documentation) must be received no later than November 1 to guarantee reimbursement within the calendar year.
• Send to the Benefits Office by email, fax, or mail: HR Benefits Office (HB 6042), 7 Lebanon Street, Suite 203, Hanover, NH 03755.
• Keep copies of all documents for your files. Incomplete requests will delay review and reimbursement.
• Reimbursement appears on your paycheck under the line item "Adopt Reimb."

Request for Adoption Expense Reimbursement Form

Looking for Paid Parental Leave? See the Leaves of Absence page.

Leaving Dartmouth

If you're leaving Dartmouth or losing benefits eligibility, all Adoption Reimbursement paperwork, receipts, and proof of payment must be received and approved by the Benefits Office prior to your last day of benefits-eligible employment.

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Educational Assistance

The Office of Human Resources administers the Educational Assistance Benefit Plan. Dartmouth encourages employees to increase their knowledge and skills through four educational assistance programs, each with its own eligibility rules and limits. Send every form to the Benefits Office at Human.Resources.Benefits@dartmouth.edu or HB 6042.

Educational assistance programs

Program	Who it is for	How it works	Limit
Tuition Grant (Dartmouth courses)	Benefits-eligible employees with one year of continuous regular employment, for courses at Dartmouth.	Dartmouth pays the tuition for you.	One course per term (see details below)
Educational Assistance (non-Dartmouth courses)	Benefits-eligible employees with one year of continuous regular employment, for pre-approved courses at an accredited college or university.	You pay, then Dartmouth reimburses you.	$2,000 per calendar year
SEIU Educational Assistance	SEIU member employees, for vocational training programs not eligible under the standard program.	You pay, then Dartmouth reimburses you.	$2,000 per fiscal year (July 1 to June 30)
GED/HiSet	Benefits-eligible employees with one year of continuous regular employment who want to earn a high school equivalency credential.	You pay, then Dartmouth reimburses you.	$300 per calendar year

Tuition Grant for Dartmouth Courses

Benefits-eligible employees actively at work for one year of continuous regular employment may be eligible for tuition grants for courses at Dartmouth (Arts and Sciences, and the Professional Schools: Geisel, Thayer, and Tuck). Application forms and documentation must be received prior to the start of the course.

Eligible courses:

• Graduate courses (other than Thayer and Tuck): one course per term for full-time employees, pro-rated for less than full-time, 50% for spouses.
• Thayer and Tuck courses: limited to two courses in a five-year period. Not offered to Thayer or Tuck matriculated students.
• Undergraduate courses: one course per term for full-time employees, pro-rated for less than full-time, 50% for spouses.
• Seminars and certificate programs are not eligible.

Amount: undergraduate tuition is tax-free. For graduate courses, the maximum tax-free benefit is $5,250 per calendar year (amounts above that are taxed as imputed income). Tuition for spouses is 100% taxable to the employee. No other expenses (books, fees) are covered.

This includes the equivalent of one MALS course of tuition per term for the MPH and MS residential graduate programs (Epidemiology, Healthcare Research, Health Data Science, Medical Informatics) and the hybrid MPH/MHA programs.

Taxes on graduate courses: once a graduate benefit goes above the limit, Dartmouth withholds taxes through payroll and emails you the tax amount each term you request a tuition grant. Taxes are withheld over six consecutive pay periods if you are paid biweekly, and over three if you are paid monthly. We cannot tell you the effect on your paycheck, but you can estimate it by going to PaycheckCity with your most recent pay advice.

Get approved first. Before you register, you must be approved to take the course by the faculty member or instructor teaching it. Then contact the office that fits your situation:

• If you do not hold a bachelor’s or 4-year degree and would like to take an undergraduate course: Special Community Student Program, (603) 646-2246. Your supervisor must also approve this option.
• If you hold a bachelor’s or 4-year degree and would like to take an undergraduate or graduate course in Arts & Sciences: Guarini School of Graduate and Advanced Studies, (603) 646-2106.
• If you would like to enroll in the Master of Arts in Liberal Studies (MALS) program: MALS office, (603) 646-3592.
• If you would like to take a graduate course in the Geisel MPH & MS Programs (HSE and PH graduate courses): Geisel MPH & MS Programs, (603) 646-5641.
• If you would like to take a course at the Tuck School of Business (MBA, MHA, and MHCDS courses): Tuck School of Business, (603) 646-9305.
• If you would like to take a course at the Thayer School of Engineering: Thayer School of Engineering, (603) 646-3801.

To apply, once you are approved and registered, submit the following to the Benefits Office prior to the start of the course:

• A completed Employee Status Verification Form
• A completed Graduate Tuition Benefits Form, if taking a graduate-level course
• A copy of the course description
• A copy of your current position description

The Benefits Office reviews your employment status, approves the request, and sends the forms to the program contact, Campus Billing, and Financial Aid.

Employee Status Verification Form Graduate Tuition Benefits Form

Auditing a course: auditing does not result in a letter grade, so it is not covered by the educational assistance plan. Auditing is an arrangement between you and the course instructor.

Reimbursement Programs for Courses Outside Dartmouth

The next three programs reimburse you for eligible expenses that you paid yourself. They are for courses at other institutions, vocational training, and the GED/HiSet. Courses taken at Dartmouth are covered by the Tuition Grant Program above, which pays the tuition for you, so there is nothing to reimburse.

Educational Assistance Program (Non-Dartmouth Courses)

Benefits-eligible employees actively at work for one year of continuous regular employment may take pre-approved courses at an accredited college or university. The program reimburses 100% of registration and tuition fees, and books, up to $2,000 per calendar year (January 1 to December 31), for successfully completed courses. It is pro-rated for part-time employees. If you leave Dartmouth before completing the course, the assistance is forfeited.

To be eligible, a course must:

• Be relevant to a current or future job.
• Be offered as part of an Associate, Bachelor, Master, or Doctoral degree program by a nationally or regionally accredited institution.
• End in a letter grade of C- or higher for associate and undergraduate courses, B- or higher for graduate courses, or a "pass" grade.
• Begin after you meet the program's eligibility date.

Seminars, workshops, and certificate programs are not covered.

Educational Assistance Request Form Program Description (all three programs)

SEIU Educational Assistance Program

SEIU member employees may participate in the SEIU Educational Assistance Program for vocational training programs not eligible under the standard Educational Assistance Program. It reimburses 100% of registration and tuition, and books, up to $2,000 per fiscal year (July 1 to June 30), including any amount already received through the standard program. The Benefits Office reviews the calendar year and fiscal year amounts together and applies the limits accordingly.

The class must be pre-approved, relevant to a current or future job, offered by a licensed program, and completed satisfactorily. It is only available after one year as a regular employee, is pro-rated for part-time and nine-month employees, and is forfeited if you leave before completing the course.

SEIU Educational Assistance Request Form Program Description (all three programs)

GED/HiSet Tuition Assistance Program

For employees who didn't complete high school and want to earn their high school equivalency credential. Benefits-eligible employees actively at work for one year of continuous regular employment may take pre-approved prep courses and exams. The program reimburses 100% of prep course and exam fees, up to $300 per calendar year, for successfully completed courses and exams from an approved testing center. You must receive approval before you pay the fee. It is forfeited if you leave before completion. The program is available to employees in any state, though the linked resources below are specific to Vermont and New Hampshire.

GED/HiSet Request Form Program Description (all three programs) Vermont GED Resources New Hampshire HiSet Information

How Reimbursement Works (All Three Programs)

1. Submit the request form for your program to the Benefits Office before you start the course. For GED/HiSet, you must be approved before you pay the fee. If you are asking for an adjustment to your work schedule, your supervisor or department head must also sign.
2. Wait for the approval email.
3. Pay for the course or exam yourself, and complete it.
4. Send the Benefits Office your proof of completion and your proof of payment by December 31 of the calendar year in which you completed it. For the SEIU program, the deadline is June 30, the end of the fiscal year in which you completed it.
5. Your reimbursement is paid by direct deposit if you have direct deposit set up for accounts payable. Otherwise, a check is mailed to your address on file in the payroll system. You can set up direct deposit through Employee Self Service.

Proof of completion: for the Educational Assistance Program, an online grade report or transcript. For the SEIU program, a certificate or letter of completion. For GED/HiSet, proof of course completion or test grade verification.

Only expenses you paid: a reimbursement is a payment for money you paid. A tuition grant is not a payment you made, so Tuition Grant courses at Dartmouth are not reimbursed under these programs. If you paid part of the cost of an eligible course yourself, send proof of the amount you paid.

Receipts and Expenses That Are Not Reimbursed

Only original or online itemized receipts are accepted. A receipt must show:

• The name of the educational institution, licensed program, or service provider
• Your name, showing that you made the payment
• The form of payment (check, cash, credit card, loan, or other)
• The date of payment
• An itemized list of eligible fees, including the course names and costs

These are not accepted as proof of payment: a receipt with a name other than yours, credit card statements, bank account statements, a copy of a personal check, and student loan applications.

These expenses are not reimbursed under any of the three programs: travel, lodging, meals, and parking; supplies and other miscellaneous fees; shipping and handling; and membership or licensing fees. The Educational Assistance Program also does not cover conference and seminar registration fees, Continuing Education Units (CEUs), or exam fees, and the SEIU program does not cover exam fees. GED/HiSet exam fees are covered.

For more information on any of these four programs, contact the Benefits Office at (603) 646-3588 or Human.Resources.Benefits@dartmouth.edu.

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Faculty and Staff Loans

No-interest loan programs for emergency or temporary financial need.

Gilman Loan and Staff Loan comparison

Detail	Gilman Loan	Staff Loan
Who it is for	Salaried and faculty members (monthly paid)	SEIU and non-exempt employees (biweekly paid)
Amount	Up to $2,000, at no interest and without security	Up to $1,000
Purpose	Temporary financial problems. Priority goes to emergency situations.	Emergency use only
Repayment	Within one year through payroll deductions (for example, a $2,000 loan is $166.67 per month over 12 deductions)	Within ten months (20 pays) through payroll deductions (for example, a $1,000 loan is $50.00 over 20 deductions)
Wait between loans	Two years, and you must not have an outstanding loan balance	Two years, and you must not have an outstanding loan balance
Long Term Disability	LTD participants are not eligible	LTD participants are not eligible

Procedure (Both Programs)

• Complete the application, sign it (in Adobe Fill & Sign, or print it and sign by hand), and send it to the Benefits Office at Human.Resources.Benefits@dartmouth.edu or HB 6042.
• Applications are reviewed for eligibility and granted first-come, first-served as funds are available. Total processing time is 10 to 12 days.
• You'll be notified once approved, and must acknowledge a promissory note and the loan terms before payment is issued.
• Payments are mailed to your home address on file, or processed through Accounts Payable direct deposit (strongly encouraged). Keep your address and direct deposit information current through the employee self-service portal.

Gilman Loan Fund Application Staff Loan Fund Application Setting Up Direct Deposit for Accounts Payable

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7% Special Benefit

Benefits-eligible faculty age 40 and older receive an additional 7% of base pay, paid monthly and shown as a separate line item on the paycheck. Employees can take the 7% as taxable income, or contribute it to a Supplemental Retirement Account (SRA) instead.

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Healthcare Cost Hardship Plan (HCHP)

The Healthcare Cost Hardship Plan provides financial assistance to employees enrolled in the Cigna OAP or CCF plan whose out-of-pocket expenses (copays, deductibles, and coinsurance, but not premiums) exceed 7% of household income in a calendar year. By design, this benefits employees with an unusual medical claim year and lower household income.

Eligibility

• Active Dartmouth employees with at least 1 year of continuous service.
• Must have been enrolled in OAP or CCF at the time the expense was incurred (Dartmouth verifies this after receiving your application).
• Household income is your Adjusted Gross Income (AGI) shown on your most recent federal tax return (Form 1040).
• Your Health Care FSA funds (your own election plus any $250 Dartmouth contribution) must be exhausted first. If both spouses work at Dartmouth and each got the $250 contribution, both FSAs must be exhausted before requesting reimbursement.

For FSA-eligible expenses not associated with this application, see the eligible expenses list.

Application and Documentation

Complete the Healthcare Cost Hardship Plan Application and return it to the Benefits Office with:

• Most current annual federal tax return (Form 1040), showing your AGI
• Supporting medical documentation (itemized EOBs, bills, or receipts)
• Proof of payment for each receipt

Healthcare Cost Hardship Plan Application

Approval and Payment

Reimbursement is processed only at designated times: June, September, December, and March (March covers the full prior calendar year). Applications and documentation are due one month before each designated date (for example, a May 1 deadline for June 1 reimbursement). Incomplete applications, or failure to respond to requests for more information, will result in denial. If approved and you incur further expenses within the same calendar year, you can submit new documentation with a new cover sheet.

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Need help? Contact Benefits | Benefit Plan Cost Estimator | PTO Policy

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