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EAP FAQ
 

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  1. Who is eligible for EAP funds? 
  2. When do I become eligible to utilize my funds? 
  3. What is the amount of EAP funds that I receive each year? 
  4. When does the amount renew? 
  5. May I carry my unused funds into the next fiscal year? 
  6. May I donate my unused funds to another employee who needs additional EAP funds? 
  7. How may I utilize my EAP funds? 
  8. May I have EAP pay for my tuition or registration ahead of time? 
  9. May I pay my registration or tuition ahead of time and be reimbursed? 
  10. What if I need to cancel my request? 
  11. How can I check my EAP balance? 
  12. How long will it take for my request to be processed? 
  13. What if my form is incomplete? 
  14. There are three different EAP forms. Which one should I use? 
  15. Can I be reimbursed for outside gym memberships? 
  16. Is there an attendance requirement for reimbursement? 
  17. How do I provide proof that I have attended the gym at least 10 times in a month? 
  18. Can my gym fax my attendance statistics to the Office of Human Resources and Strategic Talent Management (HRSTM)?
  19. How often can I be reimbursed for membership fees? 
  20. Will I be reimbursed for enrollment or initiation fees? 
  21. Is there a maximum monthly fee that the College will pay for? 
  22. How do I submit a request for reimbursement? 
  23. How do I enroll for MC Wellness courses? 
  24. What are the fees for MC Wellness courses? 
  25. What if I want to participate in MC Wellness courses but do not have sufficient EAP funds available? 
  26. Where can I find the Wellness Schedule? 

 1. Who is eligible for EAP funds? 
Full-time regular, full-time temporary with benefits, and part-time with benefits employees are eligible for EAP funds. Part-time and temporary employees without benefits and part-time faculty are not eligible.
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 2. When do I become eligible to utilize my funds? 
Employees become eligible to utilize EAP funds 6 months after they begin working in an eligible position. Courses taken during the 6 month wait period are not eligible for reimbursement.
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 3. What is the amount of EAP funds that I receive each year?

The maximum EAP benefit for full-time faculty for the fiscal 2016 academic year is $2,461 per faculty member per fiscal academic year; provided that the total benefits payable for the bargaining unit do not exceed a combined total of $394,522 in the fiscal 2016 academic year. For full-time faculty members who undertake graduate coursework relevant to their discipline and work at the College, the maximum EAP benefit can exceed the specified dollar amount for that year such that the total reimbursement would be equal to the University of Maryland College Park rate for in-state tuition and fees for approved graduate coursework up to a maximum of 12 graduate credits per academic year.

The maximum EAP benefit for non-bargaining full-time staff and administrators for FY2016 is $2,320 for those not taking graduate or undergraduate coursework; provided that the total EAP benefits payable to eligible non-bargaining staff for FY16 shall not exceed $452,798. For non-bargaining full-time staff and administrators enrolled in graduate or undergraduate coursework beyond the Associate’s Degree level, the maximum EAP benefit can exceed the $2,320.00 by an amount such that total reimbursement would be the greater of $2,320.00 or the amount equal to the University of Maryland College Park rate for in-state tuition and fees for graduate or undergraduate coursework for each credit, up to a maximum of the equivalent dollar value of 12 credits.

The maximum EAP benefit for full-time bargaining unit staff for FY2016 is $2,320 for those not taking in graduate or undergraduate coursework; provided that the total EAP benefits payable for the bargaining unit for FY16 shall not exceed $325,000. For bargaining full-time staff enrolled in graduate or undergraduate coursework beyond the Associate’s Degree level, the maximum EAP benefit can exceed $2,320 by an amount such that the total reimbursement would be equal to the University of Maryland College Park rate for in-state tuition and fees for graduate or undergraduate coursework, up to a maximum of the equivalent dollar value of 12 credits.
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 4. When does the amount renew? 
The College renews employee EAP funds at the start of each fiscal year: July 1st.
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 5. May I carry my unused funds into the next fiscal year? 
No. Any funds not used in the previous year are forfeited. Every employee begins with renewed funds each new fiscal year. The current year's EAP funds may not be used to pay for courses, seminars, etc. that occurred in the previous year.
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 6. May I donate my unused funds to another employee who needs additional EAP funds? 
No. Once an employee has exhausted his/her EAP funds, he/she may not receive any additional funds either from the College or from a co-worker.
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 7. How may I utilize my EAP funds? 
EAP funds may be used for any seminar, workshop, or conference that is job-related. They may also be used to cover tuition, fees, and required books for any credit or non-credit courses taken inside or outside Montgomery College that is job-related or that is part of a degree program.
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 8. Can I have EAP pay for my tuition or registration ahead of time? 
Yes. In order to have tuition or registration pre-paid, complete an EAP form, attach your completed registration form or registration confirmation, and submit to the Office of Human Resources and Strategic Talent Management (HRSTM). The check will be sent directly to the vendor. However, please allow 10-14 business days for the EAP process to be completed.
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 9. Can I pay my registration or tuition ahead of time and be reimbursed? 
Yes. You may choose to pay your registration or tuition ahead of time and be reimbursed by the College. In order to avoid delay in the processing of your request, you MUST submit one of the following with your EAP request:

  • An original receipt that is printed on the organizations letterhead. The receipt must show payment and must show the form of payment (i.e. cash, check or charge) . If the organization cannot provide a receipt, a confirmation email from the organization with the above information will suffice. If you pay for courses or course materials online, the electronic confirmation of payment may be submitted, but it must show the amount paid and the form of payment .
  • A copy of a cancelled check (front and back), a credit card receipt, or a credit card statement showing the charge. If you submit a credit card statement, please be sure that your name shows on the page that you submit. 


Please note that handwritten, generic, and copied receipts will no longer be accepted as proof of payment. 

Any requests that are missing the required documentation will be sent back to the employee, thus delaying the reimbursement process. 

If you are not sure whether your documents will be sufficient, please contact the Office of Human Resources and Strategic Talent Management (HRSTM) at 240-567-5352 before you submit the receipt. This way, you will be sure to receive your reimbursement as quickly as possible.
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10. What if I need to cancel my request? 
If you need to cancel your request, simply contact the Office of Human Resources and Strategic Talent Management (HRSTM) at 240-567-5352 and the Human Resources Associate will be sure that your request is cancelled.
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11. How can I check my EAP balance? 
To check your EAP balance, contact the Office of Human Resources and Strategic Talent Management (HRSTM) at 240-567-5352.
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12. How long will it take for my request to be processed? 
Please allow 10-14 business days for your request to be processed and a check to be issued. If you require payment sooner, please contact the Office of Human Resources and Strategic Talent Management (HRSTM) at 240-567-5352 as soon as possible.
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13. What if my form is incomplete? 
If an incomplete EAP request application is submitted, it will be returned to the employee with instruction on what needs to be completed, thus slowing the processing time. Please be sure that you have filled in all of the required information, including date of hire, how the request is job-related, your employment status and the amount of the request.
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14. There are three different EAP forms. Which one should I use? 
You should choose the application that corresponds with your EAP request.

The "Non-MC, Seminar, Workshop and Conference" application is for any request that is not related to MC courses or Wellness. This would include such requests as college courses taken at an outside university or work-related seminars, conferences or workshops.

The "MC Wellness/Outside Gym Membership" application is for any MC Wellness or Outside Gym Membership Request.

The "MC Courses, Fees and Books" application is for any credit courses that are work-related or a requirement toward a degree and are taken during work hours, non-credit courses that are work-related or taken toward a degree, course-related fees, and required books or supplies.
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 15. Can I be reimbursed for outside gym memberships? 
Yes, the College is now reimbursing employees for outside gym memberships as a part of the MC Wellness Program.
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 16. Is there an attendance requirement for reimbursement? 
Yes, in order to be reimbursed for membership fees, the employee must attend the gym at least 10 times per month on ten separate days.
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 17. How do I provide proof that I have attended the gym at least 10 times in a month? 
To show proof of attendance, you must arrange for your gym to send your attendance statistics directly to Ms. Lili Rojas in the Office of Human Resources and Strategic Talent Management (HRSTM). It is the responsibility of the employee to make these arrangements with the gym.
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 18. Can I fax my gym attendance statistics to the Office of Human Resources and Strategic Talent Management (HRSTM)? 
Yes, your gym may fax your attendance statistics to Ms. Lili Rojas at 240-567-4246.
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 19. How often can I be reimbursed for membership fees? 
You can be reimbursed monthly or quarterly, whichever works best for you.
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 20. Will I be reimbursed for enrollment or initiation fees? 
No.

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 21. Is there a maximum monthly fee that the College will pay for? 
No. The College will reimburse you for membership fees not to exceed $35 per month until you reach your EAP maximum for the Fiscal Year.
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 22. How do I submit a request for reimbursement? 
To be reimbursed for gym membership, simply follow the steps below:

  1. Pay the necessary fees to get started at the gym of your choice.
  2. Arrange for the gym to furnish Ms. Lili Rojas with your monthly attendance statistics.
  3. Arrange for the gym to furnish you with a payment receipt each month (please see EAP application for receipt guidelines).
  4. Complete the MC Wellness/Outside Gym Membership EAP application, attach your payment receipt and submit it to  Ms. Lili Rojas. She will approve it and send it on for processing.
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 23. How do I enroll for MC Wellness courses? 
Simply complete the MC Wellness/Outside Gym Membership and Waiver Form and submit it to Ms. Lili Rojas, Wellness Coordinator, Office of Human Resources and Strategic Talent Management (HRSTM) for processing. Your EAP application will serve as your registration form.
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 24. What are the fees for MC Wellness courses? 
The fees for MC Wellness courses vary depending on the activity:

  • Use of MC Fitness Center: $50/semester.
  • Participation in a fitness class, such as Jazzercise or Strength Training: $40/class.
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 25. What if I want to participate in MC Wellness courses but do not have sufficient EAP funds available? 
You may participate in MC Wellness courses even if you do not have EAP funds available by simply paying the fees out-of-pocket directly at the cashiers office.
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 26. Where can I find the Wellness Schedule? 
You can find the most recent Wellness Schedule on the Office of Human Resources and Strategic Talent Management (HRSTM) webpage under "Wellness Connection - Schedules & Class Descriptions."
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Montgomery County, MD

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