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Instructions for the Tuition Assistance Process

 

Instructions for the Tuition Assistance Program (TAP) Process

If this is your first time in the program, please read, "To enroll in TAP," and the educational policy in the Requirements and Policies Manual (RPM).
TAP uses software called Smartsheets to obtain and manage your information.

 

To access Smartsheets

  1. Smartsheets stores all of your TAP history and holds your records and copies of your coursework in the program
  2. To access Smartsheets while in Google Calendar or Gmail
    1. Click on the far right side of the top menu marked "More"
    2. Scroll down to Smartsheet
    3. Access your Smartsheet directly from your Smartsheet menu

To enroll in TAP

What you'll need before filling out the forms:

  • Employee ID number
  • Course schedule for entire program
  • Course titles and numbers
  • Cost of entire program
  • Copy of degree/course requirements from your University
  • For Graduate programs, copy of grade requirements for program from your University
  1. Fill out the Employee Development Plan (EDP)
    1. Download EDP and fill out the form by hand or in Microsoft Word. The EDP is required if you are applying for Tier 1 or Tier 2 level of reimbursement, if you will be taking more than 3 classes in a fiscal year.
      • See the Tuition Assistance Program Handbook for Tier 1 and Tier 2 definitions
    2. Make sure to complete all parts of the form.
    3. Include all attachments, which are:
      • Degree/course requirements from your University
      • Grade requirements from your University (graduate programs only)
    4. Obtain your supervisor's and department head/division director's signatures.
  2. Follow instructions below to submit for TAP coordinator approval.

To obtain course enrollment approval and submit Employee Development Plan

What you'll need before filling out the Tuition Assistance Request Form – Part I: Enrolling in Courses:

  • Employee ID number
  • Degree/certificate course requirements from your institution's catalog
  • Current position description
  • Course schedule
  • Cost of courses
  • Proof of cost (if requesting an advance) as a scanned pdf document
  • EDP
  1. Fill out the Tuition Assistance Request Form - Part I: Enrolling in Courses at least four weeks in advance before you enroll in your courses
    1. If you're applying for reimbursement, complete the form.
    2. If you're applying for advancement, attach proof of cost.
    3. If you're applying for the first time to the program, fill out, scan and attach an EDP.  Make sure to include your position description, and
      1. Allow up to two weeks for approval if your program cost is under $25,000.
      2. Allow up to four weeks if your program cost is over $25,000 (the TAP coordinator will obtain additional approval from your HR Center Manager).
    4. Indicate whether you are requesting an advance, by checking the appropriate box.
    5. Double check that you've made the correct entries.
    6. Attach your scanned forms.
    7. Click submit.
    8. Confirmation of receipt will appear in your browser immediately after you submit the TAP form.
  2. Check your email within 3 to 5 days:
    1. Confirmation of approval will be sent to your email from the TAP coordinator 3 to 5 days after you have submitted the form.
    2. The TAP coordinator will send you a link to your individual Smartsheet. Your tuition assistance records will be stored in your Smartsheet. You can view and edit your Smartsheet at any time.
  • Update your Smartsheet with any new information during your semester. The coordinator will be notified if you make any changes.

To process reimbursement or clear your advance

What you'll need before filling out the Tuition Assistance Request Form – Part II: Grades and Receipt

  • Pdf or screen shot of grades with first and last name
  • Pdf or screen shot of receipt or paid invoice with first and last name
  1. Fill out the Tuition Assistance Request Form: Part II - Grades and Receipt
  2. You will see a reminder up to seven days after completing your course with a link to upload your grades to this form.
  3. Fill out the form with your grades and status.
  4. Attach your scanned or saved file of your grades and receipt.
  • Make sure your first and last name are on your receipt and grades
  1. Coordinator will follow up with you in 3 to 5 days with notice of approval.

To enroll in courses not leading to a degree or certificate (Tier 2)

What you'll need before filling out the Tier 2 Approval form.

  • Cost of course(s)
  • Employee ID Number
  • Proof of cost (if requesting an advance) as a scanned pdf document

As a career employee, you can take college and university courses, not leading to a degree or certificate. These courses should be job related, but not required for your position, through the Tuition Assistance Program under Tier 2 classification.
**Tuition for Tier 2 is reimbursed at 2/3 of the total cost
Download the Tier 2 Approval Form.

  1. Fill out the form and obtain the required signatures.
  2. Scan the form.
  3. Fill out the Tuition Assistance Request form Part I: Enrolling in Courses and attach the Tier 2 Approval Form at the end of the form before clicking "submit"

To make changes and requests in Smartsheets

  1. If you need to make changes to your EDP
  2. If you are changing courses
  3. To have updated information sent to coordinator
  4. To clear your promissory note or receive reimbursement
  5. If you have dropped a course or failed to meet a grade requirement
  6. If you need to go on leave during the program
  7. If you need to make changes to your EDP
    1. Change course order
    2. Add or drop courses, or
    3. Change electives
    4. To make these changes
      1. Scan a revised course list page, on the second page of your EDP to a pdf file.
      2. Upload the pdf file of the list to Smartsheets by clicking on the paperclip icon of your latest Tuition Assistance Request row.
    5. If you change your academic major, you will need to fill out and upload a new EDP.
  8. If you are changing courses
    1. Click directly in the cell and type the new course names, numbers and times.
  9. To have updated information sent to TAP coordinator
    1. Make the changes directly in the Smartsheet
      1. Coordinator will receive an automatic notification.
  10. To clear your promissory note or receive reimbursement
    1. Fill out the Tuition Assistance Request Form: Part II-Grades and Receipt
      1. You will see a reminder up to seven days after completing your course with a link to upload your grades to this form.
      2. Fill out the form with your grades and status.
      3. Attach your scanned or saved file of your grades and receipt.
        1. Make sure your full name is on your receipt and grades.
          1. TAP coordinator will follow up with you in 3 to 5 days with notice of approval.
  11. If you have dropped a course or failed to meet a grade requirement
    1. Fill out the Tuition Assistance Request Form: Part II-Grades and Receipt.
      1. Fill out the form with your grades and status.
      2. Attach your scanned or saved file of your grades and receipt.
        1. Make sure your full name is on your receipt and grades.
      3. TAP coordinator will follow up with you to discuss payback amount if you had an advance.
      4. You will write a check or pay back the funds by payroll deduction in one lump sum.
  12. If you need to go on leave during the program and want clarification for eligibility during that leave
    1. Contact TAP coordinator at TAP@lbl.gov.

 

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