7.2 Tuition reimbursement



PURPOSE

Primary Health Care, Inc. (PHC) provides tuition reimbursement for approved educational activities to support employees’ efforts to improve their skills and knowledge through personal career development.

POLICY

General Tuition Reimbursement Guidelines

1. Full-time employees (1.0-0.75 FTE) are limited to reimbursements of $2,000 per fiscal year; part-time employees (0.74-0.5 FTE) are limited to $1,000 per fiscal year. PHC’s fiscal year is July 1-June 30. Relief employees (less than 0.5 FTE) are not eligible to receive tuition reimbursement.

2. Tuition expenses will be reimbursed at the rate of the employee’s full time equivalent status at the time of the course (i.e. an employee working 40 hours per week, 1.0 FTE, will be reimbursed 100%; an employee working 24 hours per week, 0.6 FTE, will be reimbursed 60%).

3. Reimbursement requests must be submitted in the same fiscal year in which the course was taken to be eligible for reimbursement.

4. Reimbursement approval is granted on a first-come, first served basis. Once the allocated funds for the fiscal year have been spent, no further awards will be granted in that fiscal year. Awards above the individual maximum may be granted if budgeted funds remain at the end of the fiscal year.

5. Tuition is the only expense eligible for reimbursement under the program. Related expenses such as books, fees, and parking will not be reimbursed.

6. All courses submitted for reimbursement are subject to approval by PHC management. Coursework must be related to Primary Health Care activities and must be completed at an accredited college, university, community college, or other approved educational organization.

Employee Eligibility for Reimbursement

1. The employee must be employed with PHC for at least 6 months prior to being approved for the program.

2. The employee must remain an active full time or part time employee throughout the duration of the course(s) for which he/she is being reimbursed. Relief employees are not eligible for tuition reimbursement.

3. The employee must be in good standing with PHC. An employee on probation or having written disciplinary action within the past 12 months will not be eligible for tuition reimbursement.

4. The employee must earn a grade of “C” or higher in the approved course to receive reimbursement.

5. The program participant must remain employed with PHC full time or part time for at least 6 months after completion of the course to maintain eligibility for reimbursement. Voluntary or involuntary termination will automatically cancel participation in the program. The participant must agree to refund tuition reimbursement payments received if he/she terminates employment within 6 months following completion of the course for which reimbursement was granted.

PROCEDURE

Before the Course

1. The employee shall submit a Tuition Reimbursement Request (Exhibit A) along with a course description from the educational institution to Human Resources for approval.

2. Human Resources will determine if the request meets the criteria for tuition reimbursement. Human Resources will communicate the determination to the employee.

Please Note: Requests will be reviewed as received, but funds will not be paid until the course is completed.

Upon Completion of the Course

1. The participant shall submit the following information to Human Resources within 60 days of the completion of the approved course:

a. Transcript or other evidence documenting successful completion of the course with a grade “C” or better, and

b. Receipt from the education institution showing the final tuition expense.

Tuition Reimbursement Tracking

Upon payment the Human Resources Specialist enters the tuition reimbursement into the individual’s record in the Human Resources Database for tracking and files the reimbursement request form in the employee’s personnel file.

Questions regarding the Tuition Reimbursement Policy should be referred to the Human Resources Department.

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