SUBJECT: EDUCATION ASSISTANCE NO. HR/AP 22.0
EFFECTIVE: 01/14/88 REVISED: 07/01/97 REVISED: 06/23/05 REVISED: 08/01/07 REVISED: 11/15/11 REVISED: 10/01/14 I. PURPOSE:
This procedure sets forth the City’s position on providing financial assistance to employees for their educational development.
The City acknowledges benefits derived from employees who successfully complete course work towards job- related degrees. Of equal benefit to the City is enhancement of communication and computer skills regardless of current job assignment. The City also seeks to assist employees who attempt to raise their basic education by obtaining GED certification or by enrolling in basic literacy education and training.
II. SCOPE
This procedure applies to all full-time employees, except where collective bargaining agreements and/or state law apply to Police and Fire employees, or where further specified by this procedure.
Fees for workshops, seminars, licensing certification training, costs or expenses for membership and/or fees associated with certification in professional organizations are not reimbursable under this procedure.
III. ELIGIBILITY
Full-time City employees, who have completed their initial probationary period, except as defined in the following section, are eligible for education assistance for qualifying courses or programs for which approval was obtained prior to beginning the course or program.
Employees not eligible for academic education assistance include:
(1) Part-time employees.
(2) Temporary employees.
(3) Veterans receiving state or federal veteran’s educational benefits.
(4) Employees who have been disciplined in the twelve months preceding the first day of the course for which they desire reimbursement.
ADMINISTRATIVE PROCEDURE
IV. UNIVERSITY/COLLEGE LEVEL COURSE WORK A. Responsibilities:
(1) Employees, before course registration, must discuss with their supervisor the relationship of the course to their job. All applicants for assistance must fill out a “Request for Education Assistance” form and have their supervisor and Department Director sign it, and forward it to the Human Resources Department. For approved courses, after successful completion of the course, the employee must resubmit the approved request to the Human Resources Department for reimbursement.
(2) Supervisors, when approached by an employee who is requesting education assistance, should discuss the education and career goals, the course(s) for which they are requesting assistance, and the details of this procedure. Supervisors must complete and sign the applicable section of the employee’s “Request for Education Assistance” form either recommending or not recommending that the city support the request.
(3) Department Directors will further consider the request, recommend approval or denial of the request, and return it to the employee for submission to the Human Resources Department.
(4) Human Resources Department will consider all applications for education assistance, verify that the request adheres to these policy requirements, and respond to the employee regarding approval or denial of the request.
(5) Office of Management and Budget will budget anticipated education assistance reimbursement in the City’s operating budget each fiscal year. Based upon funds available, reimbursements will be made on a first come, first served basis. It is the employee’s responsibility to submit requests promptly for consideration by the Human Resources Department.
B. Reimbursement Procedures for accredited academic courses and programs:
(1) The City will reimburse tuition and related costs up to a maximum amount of $2,000 per year and up to $500 per course.
(2) For uniformed police officers covered by the Corpus Christi Police Officers Association (CCPOA) agreement, the City will reimburse tuition and related costs up to a maximum amount of $1,200 per year and up to $350 per course.
(3) Reimbursable costs include all related mandatory fees and text books. Expenses that will not be reimbursed include, but are not limited to, the following: diploma/graduation fees, deposits, and field trip fees.
(4) The course(s) being taken will be evaluated as to the probability of enhancing the employee’s
contribution to the current and/or long-term success of the City. The following guidelines are to be used in making this decision:
The course(s) taken, whether or not they are in association with a defined degree plan, are pertinent to current job performance enhancement or development for a future job position.
The request should be considered in light of stated development needs identified in the employee’s performance evaluation.
(5) Courses or programs must be offered by an approved institution – for example, accredited schools, college, or universities. Vocational institutions will be considered as they relate to the employees current job position. (Correspondence courses, seminars and workshops are not included in this procedure.) In cases where approval may be in question, contact the Human Resources Department for clarification. The determination of what is an approved institution is the responsibility of the Human Resources Department.
(6) Programs or exams taken to achieve college credit hours in lieu of taking the actual semester course are eligible for reimbursement up to $250 per semester.
(7) Attendance at approved courses or programs must be outside the employee’s regular work hours and all homework must be done on the employee’s own time. Requests for work schedule
accommodations or use of accrued personal leave, vacation leave or compensatory time, in order to attend class meetings will be considered on a case by case basis. Operational conditions, scheduling and customer service needs, as well as the benefits to the City, of the specific course, are factors to be used in making a determination.
(8) Reimbursement for expenses are as follows:
For a grade of A – up to $500 per semester. Reimbursable costs include all related mandatory fees and text books.
For a grade of B – up to $350 per semester. Reimbursable costs include all related mandatory fees and text books.
For a grade of C – up to $250 per semester. Reimbursable costs include all related mandatory fees and text books. At this grade level, there will be no reimbursement for graduate level courses.
For a grade of D or lower – The city will not reimburse any expenses for grades of D or lower.
Note: receipts will be required for all requested reimbursements. Satisfactory completion of the course and grade earned must be certified with a transcript or report card.
(9) Reimbursement for employees receiving financial assistance for education or technical training under a federal or state grant/entitlement or scholarship will follow the schedule above, however the reimbursement by the City, when added to the other benefits received, will be limited to a total of 100% of eligible expenses, At no time shall the employee’s total assistance received exceed 100% of eligible expenses.
(10) Student loans do not affect the above reimbursement schedule.
(11) Before taking a course, a “Request for Education Assistance” form must be completed by the
employee and reviewed by the appropriate supervisor and Department Director. The request should then be forwarded to the Human Resources Department.
(12) Once the Human Resources Department has approved the course(s), the original request will be sent back to the employee to be retained until the course(s) have been completed.
(13) Upon completion of the course(s) and within forty-five (45) days of completion of the course, the original approved request form must be updated to include documentation of any financial aid received, along with the transcript or report card, tuition receipt, text books receipts, and other
receipts from the course, then be directed to the Human Resources Department for processing for reimbursement.
(14) The Schedule of Tuition and Required Fees for Texas Residents at local state-supported
colleges/universities will serve as the official guideline in determining eligible fees. Employees taking courses at out-of-area schools, including on-line courses, will only be reimbursed at an amount not greater than the per hour/unit cost charged by Texas A&M University at Corpus Christi.
(15) Any taxes incurred due to education assistance are the responsibility of the employee. Reimbursement will be made through the City’s accounts payable system.
V. CERTIFIED PUBLIC MANAGER PROGRAM
A. Introduction and Criteria for Education Assistance Approval:
(1) The CPM Program is a nationally accredited comprehensive statewide management development program specifically for managers in federal, state, and local government. The Texas CPM Program is a 7 course (track) sequence that leads to a nationally accredited public manager certification. The CPM Program is offered by Texas State University’s William P. Hobby Center for Public Service. TSU offers the Program in cooperation with Texas A&M University – Corpus Christi and other universities
throughout the state.
(2) Course grading is based on pass/fail criteria established by the program faculty. A certificate received at the end of each course indicates successful completion.
(3) When Texas A&M Corpus Christi advertises open enrollment, employees interested must discuss their interest with their Department Director.
(4) Participation by employees in the Executive Pay Plan (300) will be based upon Department Director and City Manager approval. Funding for these participants will be provided from the respective department operating budget. Executive Pay Plan (300) participants are not eligible for reimbursement.
B. Requirements for Reimbursement:
(1) The City will reimburse tuition costs up to a maximum amount of $500 per track upon successful completion of each track, (excluding employees in Pay Plan 300 Executives). The total maximum amount per person reimbursed under this policy is $3,500 for successful completion of the 7 course program within the timeframe established by Texas State University.
(2) Reimbursement procedures are the same as described above in Section IV University/College Level Coursework.
(3) As CPM courses typically take place during working hours, approval and coordination of time away from the office must be approved by your Department Director. Employees participating in the program will be required to either make up the work time missed, or use accrued personal leave, vacation leave or compensatory time to cover work time missed.
VI. GED AND/OR LITERACY EDUCATION
The City encourages employees to return to school for GED and literacy education and/or training. Eligible City employees will be reimbursed for lab fees, testing fees and books associated with GED and literacy training.
The “Request for Education Assistance” form is to be used for this request for assistance. The employee’s
supervisor and Department Director are responsible for forwarding documentation and requesting reimbursement to the employee.
An employee who takes these non-academic, extension courses needs to provide (1) the original Del Mar “College Student Record and Receipt” and (2) the receipt for any purchased books and or tests required for the course.
VII. NONCREDIT COMPUTER SOFTWARE COURSES FROM ACCREDITED INSTITUTIONS A. The City expects employees to achieve and maintain proficiency in the computer software/business
applications skills needed to perform the duties required in our current positions and encourages employees to develop and maintain advanced computer software/business applications skills for a future job position.
It is recognized that software upgrades and work changes which require the use of new or different software programs/business applications make this proficiency a continuous challenge.
B. Successful completion of professionally developed continuing education software/business applications training offered by accredited institutions (whether provided online or in computer laboratories) will be eligible for educational reimbursement of no more than $100 per session, with a maximum reimbursement of no more than $400 per budget year.
C. Reimbursement procedures are the same as described above in Section IV University/College Level Coursework. Since noncredit courses are not awarded formal grades (i.e., A, B, or C) a certificate of successful completion will be accepted as evidence of achievement in lieu of a grade slip.
VIII. DISQUALIFICATION AND SPECIAL CIRCUMSTANCES
An employee, who voluntarily leaves employment with the City or is terminated for cause before completing the course(s) or program(s) and/or within six months following completion of the course(s) or program(s), will be responsible for repaying the city all education assistance received in association with the course(s) or program(s) during that six month period.
An employee who received education assistance for the Certified Public Manager (CPM) program, who voluntarily leaves employment with the City or is terminated for cause before completing the program and/or within six months following completion of the program, will be responsible for repaying the city all education assistance received in association with the program during that six month period.
The amount of education assistance to be reimbursed by the employee to the City will be deducted from the employee’s final paycheck. In the event the final paycheck is insufficient to recover the full amount, the employee will be required to provide the city with a money order or cash for the balance of the total amount.
If an employee is terminated by the City for reasons such as reduction-in-force, reimbursement will be made for expenses incurred as defined in this procedure. The City will not require repayment of these funds.
The City Manager may waive the requirement of an employee to reimburse the City, in the event special circumstances warrant such consideration.
VIII. QUESTIONS REGARDING THIS PROCEDURE
Questions regarding this procedure shall be directed to the Director of Human Resources, or designee, who may be contacted at 361/826-3315.
FOR LEARNING INSTITUTE STAFF USE ONLY Received Date:________________________
Received By:__________________________
Decision: Approved Denied Funded Amount:_______________________
Budget Year (FY):______________________
EDUCATION ASSISTANCE REQUEST FORM
NOTE: SUBMIT ONE (1) FORM PER COURSEEMPLOYEEINFORMATION TODAY’S DATE:
FIRST NAME: LAST NAME: EMPLOYEE ID#:
PHONE NUMBER: EMAIL ADDRESS:
DEPARTMENT: JOB TITLE:
EMPLOYMENT STATUS: FULLTIME,BENEFITS ELIGIBLE UNIFORMED POLICE COVERED BY CCPOA PART-TIME/TEMPORARY
EDUCATIONINFORMATION(SUBMIT ONE (1) FORM PER COURSE.SUPPORTING DOCUMENTS MUST BE ATTACHED FOR CONSIDERATION) TYPE OF EDUCATION ASSISTANCE:
(SELECT ONLY ONE)
GED/HIGH SCHOOL DIPLOMA
CERTIFICATION /VOCATIONAL
ASSOCIATES DEGREE
BACHELOR’S DEGREE
MASTER’S DEGREE
DOCTORAL DEGREE
OTHER: TYPE OF DEGREE (MAJOR) OR CERTIFICATION:
SCHOOL NAME: SCHOOL CITY &STATE:
COURSE NAME: COURSE NUMBER:
COURSE START DATE: COURSE END DATE: HOW WILL THIS COURSE BENEFIT YOU
AND THE CITY OF CORPUS CHRISTI?
ESTIMATEDEDUCATIONCOSTS:
TUITION: $ BOOKS: $
FEES: $ OTHER: $
TOTALESTIMATEDCOSTOFCOURSE: $
EDUCATION ASSISTANCE AWARDS ARE EVALUATED AND AWARDED BASED ON THE EMPLOYEE’S SUPPORTING DOCUMENTS AND CONTINGENT UPON TUITION ASSISTANCE BUDGET FUNDS AVAILABILITY.
HUMAN RESOURCES AUTHORIZATION – The Learning Institute Human Resources department authorization is required before enrolling in courses. Additional authorization will be required at time of reimbursement.
HUMAN RESOURCES DECISION: APPROVED
DENIED
REASON FOR DECISION OR OTHER COMMENTS: HUMAN RESOURCES
AUTHORIZATION NAME: SIGNATURE: DATE:
ALLAPPLICANTS:READTHEINFORMATIONBELOWCAREFULLYANDSIGN:
I understand that if reimbursement for this course or program is approved that, upon presentation of adequate proof of successful course or program completion, I will be paid as qualified for the cost of eligible items. I also understand that this refund is subject to all applicable payroll withholding requirements. I understand that I must apply for reimbursement within forty- five (45) days of receipt of my grades for the course or program.
I understand that if I am receiving financial assistance for education or technical training under a federal or state grant/entitlement or scholarship the reimbursement by the City, when added to the other benefits received, will be limited to a total of 100% of eligible expenses. If I am receiving any such assistance I will submit along with my reimbursement request, paperwork detailing the assistance I am receiving to ensure my reimbursement does not exceed 100% of eligible expenses. I understand that failure to provide this information could constitute business fraud and result in disciplinary action up to and including termination.
Further I understand that if I leave the city within six months after completion of the course or program that I will be required to repay funds provided by the city on my behalf, as outlined in the procedure. I authorize this deduction to come from my final paycheck, or if there are insufficient funds in my final paycheck, I agree to provide cash or money order for the balance of the total amount.
By signing below, I certify that I have received, read, understand, and agree with the criteria outlined above and in the Education Assistance procedure located online at http://www.learningcc.org/educationassistance
EMPLOYEE NAME: SIGNATURE: DATE:
NOTE:SUPERVISOR SIGNATURE NOT REQUIRED FOR UNIFORMED POLICE COVERED BY CORPUS CHRISTI POLICE OFFICERS ASSOCIATION (CCPOA) AGREEMENT.
SUPERVISOR RECOMMENDATION YES NO (IF NO, PLEASE ATTACH A MEMO WITH DETAILS)
SUPERVISOR NAME: SIGNATURE: DATE:
SUBMISSION CHECKLIST
PLEASE ATTACH THE FOLLOWING DOCUMENTS THAT APPLY TO YOUR REQUEST FOR EDUCATION ASSISTANCE
COURSE INFORMATION: (REQUIRED!)
ATTACHED N/A
EDUCATION INSTITUTION /SCHOOL ADMISSION: (IF APPLICABLE)
ATTACHED N/A
ADDITIONAL SUPPORTING DOCUMENTATION: (IF APPLICABLE)
ATTACHED N/A
PROCESSING TIMELINE
WE PROCESS EDUCATION ASSISTANCE FORMSONCE A MONTHAS PER THE SCHEDULE BELOW:
FOR LEARNING INSTITUTE STAFF USE ONLY Received Date:_______________________
Scanned & Uploaded by:_______________
Course Approval Date:_________________
Decision: Approved Denied Verify Grade: _______________________
Funded Amount:_____________________
EDUCATION ASSISTANCE REIMBURSEMENT FORM
NOTE: SUBMIT ONE (1) FORM PER COURSEEMPLOYEEINFORMATION TODAY’S DATE:
FIRST NAME: LAST NAME: EMPLOYEE ID#:
COURSEINFORMATION(SUBMIT ONE (1) FORM PER COURSE)
COURSE NAME: COURSE NUMBER: COURSE END DATE: GRADE: A B C D E PASS FAIL OTHER *ANY FINANCIAL
ASSISTANCE RECEIVED? YES NO
IF YES, PROVIDE AMOUNT:
*If financial benefits / assistance from VA, Social Security, Vocational Rehabilitation Welfare or other such services was received, please provide complete information to include specific dollar amounts.
ACTUALEDUCATIONCOSTS(RECEIPTS AND SUPPORTING DOCUMENTS MUST BE ATTACHED)
TUITION: $ BOOKS: $
FEES: $ OTHER: $
TOTALREIMBURSEMENTREQUESTFORCOURSE: $
EDUCATION ASSISTANCE AWARDS ARE EVALUATED AND AWARDED BASED ON THE EMPLOYEE’S SUPPORTING DOCUMENTS AND CONTINGENT UPON TUITION ASSISTANCE BUDGET FUNDS AVAILABILITY.
SUBMISSION CHECKLIST
PLEASE ATTACH THE FOLLOWING DOCUMENTS THAT APPLY TO YOUR REQUEST FOR EDUCATION ASSISTANCE REIMBURSEMENT
RECEIPTS FOR TUITION: ATTACHED N/A RECEIPTS FOR FEES: ATTACHED N/A RECEIPTS FOR BOOKS: ATTACHED N/A RECEIPTS FOR OTHER ITEMS: ATTACHED N/A PROOF OF GRADE: ATTACHED N/A
HUMAN RESOURCES AUTHORIZATION – Below to be completed by the Human Resources Department after completion of the course or program. A refund in accordance with the City of Corpus Christi’s current educational assistance policy is authorized to be made to the above named employee.
HUMAN RESOURCES DECISION: APPROVED
DENIED
REASON FOR DECISION OR OTHER COMMENTS: ACCOUNTING DISTRIBUTION FOR ACCOUNTS PAYABLE:
TO BE PAID FROM ACCOUNT #: AMOUNT: $
AUTHORIZATION FOR
PAYMENT NAME: SIGNATURE: DATE:
