4353.1 - Tuition Reimbursement - Confidential Employees - Procedure

1. Prior to enrollment in a class or program, complete the Confidential Employees Course Authorization Approval form and obtain your supervisor’s signed approval for the course(s) listed on the Course Authorization Approval form.
2. Claims must be submitted on or before the deadline dates of January 31 and July 31. To ensure an equitable distribution, claims submitted between August 1 and January 31 will be paid by April 1. Funds will be distributed proportionally among those participating for that time period. Claims submitted between February 1 and July 31 will be paid by October 1. Funds will be distributed proportionally among those participating for that time period.
3. Reimbursement shall not exceed 75% of tuition costs for approved coursework and seventy five percent for appropriate fees. Payment will be made upon successful completion as demonstrated by a grade card, official transcript or other acceptable method of verification.
4. Attach receipts for tuition and books to the signed Course Authorization Approval form to be submitted to Human Resources within the appropriate timeframe as stated in #5 of the Guidelines. Be sure to retain a copy of the form and receipts for your records.
5. Upon successful completion of the course, submit the Course Authorization Approval form along with appropriate receipts, grade cards, transcripts, or other acceptable/verifiable proof of completion to Human Resources prior to the claim period deadline as stated in #5 of the Guidelines.
6. Reimbursement claims will be processed upon successful completion of approved course work as demonstrated by a grade card, official transcript, or other acceptable method of verification. Reimbursement shall only be granted for college courses that are completed by confidential employees with a grade of “A” or “B.”
7. The maximum reimbursement per employee for any six-month period shall not be more than one-half (1/2) of the funds allocated for that period.
8. No requests can be carried over until the next period or the next fiscal year. All requests for payments must be made in the time period for which they occur.

Approved: October 8, 2013