Tuition Reimbursement Policy - Jefferson County, Alabama

[Pages:8]Jefferson County Commission

Tuition Reimbursement Policy

Policy Number:

5.6.10

Date Policy Established:

Administrative Order #92-6 ? 7/13/93

Date of Last Revision:

1.0 PURPOSE

The purpose of this policy is to establish a tuition reimbursement program to enhance the quality and effectiveness of the Jefferson County Commission workforce. Tuition reimbursement is offered to promote recruitment and retention of high quality employees to serve the County by providing employees with the opportunity to promote their careers at Jefferson County Commission.

2.0 POLICY

Jefferson County Commission's tuition reimbursement policy is to encourage and assist County employees in pursuing professional development through academic study that will enhance the workforce's ability to provide quality, efficient, and cost effective services to the citizens of Jefferson County. The authorized study (degree/class sought) must advance the employee's performance capabilities in positions that are relevant to the County, enable the employee to assume greater responsibilities in the employee's career with the County, or broaden their skill set cross-functionally to create greater flexibility and utility in public service. Jefferson County Commission reserves the right to deny reimbursement for any academic study deemed irrelevant or of nonvalue to the County.

3.0 ELIGIBILITY

Eligibility for tuition reimbursement requires the following:

One continuous year of full-time employment in Jefferson County Commission as an unclassified laborer, classified merit system, or exempt executive employee.

Demonstrated initiative and ability as evidenced by the following: 1. Good standing with the County including, but not limited to, work record, performance evaluations and attendance. 2. All college or university course work must be taken at an accredited institution as determined by standards set by the Council for Higher Education Accreditation (CHEA) for colleges and universities. Technical/vocational course work must be taken from a school that is licensed by the Alabama Department of Education, U.S. Department of Education, or through an apprenticeship program that is approved by the Jefferson County Commission. (Correspondence courses and distance learning courses are not eligible for reimbursement).

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4.0 REIMBURSEMENT SCHEDULE

The term "course tuition rate" refers to the current rate charged for the same or equivalent credit course at the University of Alabama, Birmingham.

The County will provide reimbursement 100% of the course tuition rate for approved courses and any course related lab fees in which the employee receives a grade of `C' or higher. No books, other fees, charges or assessments are eligible for reimbursement, including the following: ACT, GRE or other standardized entrance examinations, deferment fees, late charges and schedule adjustment fees, student activity fees, student health or dental fees, building fees, decal fees, parking, or travel. In addition, the amount of any financial grant assistance from the educational institution or any other source shall be deducted from the gross fees paid by the applicant prior to applying for County reimbursement.

The maximum amount of reimbursement shall not exceed the course tuition rate for two courses per academic term (e.g., per semester, per quarter). An exception may be granted by the County Manager for a third course in uniquely justifiable cases (i.e., if the course is not reasonably available at another time).

5.0 APPLICATION PROCEDURE

Applications for tuition reimbursement should be submitted to Learning & Organizational Development (LOD) Division. The application form (Figure 1) includes a full description of the coursework and the related costs and reimbursement requested.

In the case of undergraduate, graduate, or a technical degree being pursued, the applicant shall define the course of study for which he or she is requesting approval on the application form. The term "course of study" is defined as those courses necessary to earn a specific degree, diploma, or certificate with a specific major subject from the admitting institution. Course titles must be specified and listed by the applicant on the application form. Also required will be an anticipated timeline for completing the course of study. The tuition reimbursement benefit will not repay costs associated with non-credit or refresher course work in which grades are not routinely assigned for work performed and grade reports are not routinely issued.

The application requires the signature of the applicant's supervisor and department head. The signature will serve as certification that the endorser has concluded that the application satisfies all aspects of the policy and eligibility requirements of the Tuition Reimbursement Policy.

The signed application with proof of admission or registration to the requested program must be presented to LOD. No courses completed prior to the approval of the course of study may be reimbursed under this policy.

Any change of degree program or technical/vocational training program by an approved candidate requires a new application be reapproved as described.

Any job transfer involving a change in management requires confirmation of continued approval of the degree program or technical/vocational training program by the employee's new supervisor.

Any employee receiving reimbursement under the Tuition Reimbursement Policy who fails to take courses for a previously approved course of study for one calendar year shall be required to complete and obtain approval of a new application for tuition reimbursement.

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6.0 REIMBURSEMENT PROCEDURE

Employees should make direct payment to the college, university, or technical/vocational school for all approved tuition costs. No later than forty-five (45) calendar days after the completion of the current term of the course, the employee must submit to the department head a request for reimbursement (Figure 2), evidence of completion along the grade achieved, and proof of the tuition cost incurred and eligible fees.

The department head should forward approved reimbursement requests to LOD. In the event that the applicant fails to complete the current term or course for which reimbursement is requested, by reason of an event beyond control of the applicant such as a death in the immediate family, a traumatic or disabling event or injury or illness to the applicant or a member of the immediate family, a change of circumstances or conditions in County employment, any of which are the direct cause of the failure, the applicant may:

1. Apply for a reimbursement of the subject tuition from the college, university, or technical/vocational school. If denied,

2. Apply for a credit against the tuition for the subject course at a succeeding term. If denied by the college or university or school,

3. Appeal directly to LOD.

7.0 APPEAL PROCEDURE

It is the policy of Jefferson County Commission to ensure the equitable and consistent application of the tuition reimbursement policy to all eligible employees regardless of race, color, gender, national origin, religion, age or disability. Therefore, any adverse decision made by the department head or LOD shall be appealable to the County Manager within ten (10) calendar days of receipt of denial of a submitted contract or refund amount, or of the termination of a contract by the department head, the employee may submit a written appeal to the County Manager. The County Manager will respond to the appeal in writing within ten (10) calendar days of receipt.

8.0 OBLIGATION OF THE EMPLOYEE

Employees applying for tuition reimbursement must execute the academic training contract (Figure 2) and submit it to LOD for approval.

To be entitled to tuition reimbursement the following requirements must be fulfilled: Provide verification of cost incurred and payment for tuition and course fees. Complete the current term of the approved course of study. Achieve a grade of "C" or better for an undergraduate course, graduate course, or a passing grade for

courses without a letter grade.

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In order to continue to be eligible for reimbursement and additional terms of an approved course of study, the employee must maintain a standard of performance and conduct satisfactory to the educational institution and Jefferson County Commission (including violation of Personnel Board rules and regulations).

The County reserves the right to terminate any academic or technical/vocational training contract at any time in the event that the applicant's employment with Jefferson County Commission is terminated or the employee performs an act which indicates an intent not to comply with the terms of the tuition reimbursement agreement.

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DRAFT FIGURE 1. Tuition Reimbursement Approval Form -

TUITION REIMBURSEMENT APPROVAL FORM

Employee Name: ___________________________________________

Request Date: _____________________________________________

Current Position: ___________________________________________

Supervisor: ________________________________________________ Individual Course or Major Field of Study: _____________________________________________ College/University or Vocational Institution: _____________________________________________ Planned date(s) of attendance ________________________________________________________ Planned total Hours of training __________________________________ Cost: $______________________________________________________ Specific knowledge/skill or degree you will learn: :____________________________________________________________________________________________ _____________________________________________________________________________________________ _ How will the acquired knowledge/skill improve your performance or prepare you for advanced responsibilities? _____________________________________________________________________________________________ _____________________________________________________________________________________________ Employee Signature____________________________________

Attach a description of the individual course or planned major course of study (including required all required coursework) with verification of your acceptance to the organization, a completed registration form and an executed Tuition Reimbursement Contract. Forward these items to your supervisor for the approval process. S Approvals: Review and approve based on appropriateness, cost, budget, scheduling, and quality of training. Supervisor_____________________________________ Date___________________ Department Head_______________________________ Date___________________

Approve and forward to Human Resources ? Learning & Organizational Development Division Learning & Organizational Development_____________________________________ Date_______________

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DRAFT FIGURE 2. Tuition Reimbursement Request Form-

TUITION REIMBURSEMENT PAYMENT REQUEST FORM Employee Name: ___________________________________________ Request Date: _____________________________________________

Current Position: ___________________________________________

Supervisor: ________________________________________________ Individual Course or Major Field of Study: _____________________________________________ College/University or Vocational Institution: _____________________________________________ Date(s) of attendance ________________________________________________________ Total Hours of training __________________________________ Cost: $______________________________________________________ Employee Signature____________________________________

Attach a copy of the approved Tuition Reimbursement Approval Form and an official institution-issued course grade. S Approvals Supervisor_____________________________________ Date___________________ Department Head_______________________________ Date___________________

Approve and forward to Human Resources ? Learning & Organizational Development Division Learning & Organizational Development_____________________________________ Date_______________ Process payment, check method of payment.

[] Check #_______ [] Purchase Order #_______ [] Credit Card___________________ Completed by (Accounting) _____________________________________ Date______________ Return to Human Resources LOD Division. HR will forward reimbursement to the employee.

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DRAFT FIGURE 3. Tuition Reimbursement Contract-

TUITION REIMBURSEMENT CONTRACT (page 1 of 2)

This tuition assistance agreement is made on ____________________ by and between, Jefferson County Commission (hereafter referred to as `the County' and ____________________________ (Employee). Employee has voluntarily applied to and been accepted into the following education program at ___________________________________________ (accredited University or College) beginning on _____________________________. The County has agreed, on the terms set forth in this agreement and in accordance with the Human Resources Tuition Reimbursement Program Policy and Procedures, to financially assist employee by repaying tuition for this educational program. In exchange for the County's financial assistance, employee agrees to reimburse the County either through work (by remaining employed with the County for a specific time period as set forth in this agreement) or by repayment (if employee leaves before completing the agreed upon service to the County as provided in this agreement). In consideration of the mutual promises set forth in this agreement, the County and employee agree as follows: 1. Tuition Assistance: The County shall reimburse the employee the cost of tuition (up to the specified maximum) for the accredited educational program into which employee has been accepted. A grade of A will be reimbursed at 100%; a grade of B will be reimbursed at 90% and a grade of C will be reimbursed at 80% of the cost of tuition (up to the specified maximum). Any grade lower than a C is not reimbursable under the terms of this contract. 2. Employee Obligation: Employee agrees to participate in and pursue the educational program to the best of his ability and to use reasonable efforts to complete the program. Should the employee not complete the program, fail the program, withdraw or become expelled from the program the County's obligation will immediately cease. 3. Obligation Satisfied one year after payment: In the event the employee voluntarily quits his employment with the County or the County terminates employee `for cause' less than one year after any installment payment is made, employee shall immediately pay, without demand, an amount equal to reimbursements made in the prior year of this contract. As used in this agreement, `for cause' means any material misrepresentation, theft or fraudulent act toward the County or any other employee or client of the County. 4. Set-Off against final paycheck: To the extent allowed by law, the County may deduct the amount of any tuition reimbursement obligation from any compensation due and owing to employee at time of separation from employment; including but not limited to salary, wages, bonuses, commissions, vacation pay, termination pay and severance pay. 5. No guarantee of employment: Nothing in this agreement constitutes a commitment of guarantee on the part of the County to provide employment to employee for any specific period of time or duration.

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DRAFT

TUITION REIMBURSEMENT CONTRACT (page 2 of 2)

6. Notices: Any notice required or permitted to be given under this agreement shall be in writing, and may be given by personal delivery, email or by mail. Notice shall be deemed given upon actual receipt in the case of personal delivery or email, or within two (2) business days after mailing.

7. No Waiver: The wavier or failure of either party to exercise, in any respect, any right provided in this agreement shall not be deemed a waiver of any other right or remedy to which the party may be entitled. Notices shall be sent to the addresses listed on the signature page of this agreement.

8. Indemnity: The employee hereby indemnifies and saves harmless the County against any and all suits, claims, actions, damages and other losses which the employee suffers or incurs as a result of any governmental taxing authority assessing the reimbursement of the tuition payments hereunder as a benefit to the employee. 9. Amendments and Modifications only in writing: The terms and conditions set forth herein constitute the entire agreement between the County and employee and supersede any communications or previous agreements with respect to the subject matter of this agreement. There are no written or oral understandings directly or indirectly related to this agreement that are not set forth herein. No change can be made to this agreement other than in a writing signed by both parties. 10. Governing Law: The parties agree that this contract is made and entered into in Jefferson County, Alabama and that all services, materials and equipment to be rendered pursuant to said Agreement are to be delivered in Jefferson County, Alabama. The interpretation and enforcement of this Agreement will be governed by the laws of the State of Alabama. The parties agree that jurisdiction and venue over all disputes arising under this Agreement shall be the Circuit Court of Jefferson County, Alabama, Birmingham Division. 11. Severability: If any term of this agreement is held by a court of jurisdiction to be invalid or unenforceable, then this agreement, including all of the remaining terms, will remain in full force and effect as if such invalid or unenforceable term had never been included. 12. Successors and assigns: This agreement shall be binding on and shall benefit the heirs, executors, administrators, successors and assigns of the County and the employee. The County may assign any right or interest arising under this agreement to any third party. This agreement is not assignable by employee.

JEFFERSON COUNTY COMMISSION (DESIGNATE) Name: ____________________________ Signature: _________________________

Title: _____________________________ Date: ____________________________

EMPLOYEE Name: ___________________________ Signature: _______________________ Address: _________________________

_________________________ Date: ___________________________

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