Tuition Reimbursement Program – Vestwell Help Center

The Tuition Reimbursement Program empowers organizations to support employee growth by reimbursing approved education expenses, including tuition, exam fees, professional certifications, conferences, and course materials, through a secure, centralized online platform.

As a plan sponsor, you have full administrative control over program setup, participant enrollment, request management, and data reporting. The admin dashboard makes it simple to configure program rules, monitor participant activity, and ensure compliance with annual deadlines and employer-specific policies.

Getting Started

• Program setup: Create and customize your program—set a name, description, annual limit, and select reimbursable event types (e.g., Tuition, Exams, Certifications).
• Policy link: Provide a policy document or guide for program rules.
• Prerequisites: Make sure any required linked programs (SLP/CSU) are active before launching Tuition Reimbursement.

Adding and Managing Participants

• Enroll employees individually or in bulk.
• Dashboard badges show registration status (color for enrolled, grayscale for not registered).
• Participants automatically get email invitations and reminders.

Reviewing and Approving Requests

• See all submissions in the request queue.
• Review each payment and approve or reject with a standardized list of reasons (e.g., missing documents, ineligible expense).
• All status changes trigger automatic notifications to participants.
• Download summary reports to view approvals, rejections, and paid statuses.

Program Updates and Closure

• Only one active Tuition Reimbursement Program can exist per entity at a time.
• To make changes to the active program, such as updating its name, description, or event types, use the Update button in the admin dashboard.
• If you need to disable a Tuition Reimbursement program, you may disable (deactivate) the program from the Programs tab in your admin dashboard.
  • Prerequisite: Before disabling the program, ensure all participants have been removed. The platform will not allow program deactivation while any participants remain enrolled.
  • Once the program is disabled, no new submissions can be made, but all existing data, such as prior records and payment history, will remain accessible for reporting and audit purposes.