Tuition Reimbursement Guide

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^{Success, Achievement, Together...for All Students}

Tuition Reimbursement Guide

• Scope: what’s covered in the guide
• Responsibility: who’s responsible
• Applicability: who this applies to
• Approval Authority: who has approval authority

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Tuition Reimbursement Guide

• Definitions
• Fees: A sum paid or charged, such as a lab fee
• Passing Grade: Grade “C” or better (C-, C, C+)
• PDU: Professional Development Units
• Registration: A document verifying that the employee has registered
• Reimbursement: Payment to an employee for an out-of-pocket expense
• Tuition: The charge for instruction at a college or university to earn credit hours or PDUs

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Tuition Reimbursement Guide

Prior Approval is required for all staff.

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Tuition Reimbursement Guide

• The Tuition & Conference Pre-Authorization Forms can be found on the Business Services webpage, under Staff Documents & Forms.
• Staff should refer to the tuition reimbursement terms under their Collective Bargaining Agreement (classified, licensed).

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Tuition Reimbursement Guide

• Please note the following changes for this year in the Collective Bargaining Agreements:
• Licensed staff: Only the cost of a class is reimbursable for employee requested reimbursements. Mileage and lodging for classes is NOT reimbursable.

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Tuition Reimbursement Guide

• Documentation
• A completed, signed Standard Reimbursement form with Expenditure Voucher attached
• The fully approved and signed Pre-Authorization Form
• Copy of registration showing course title, dates/term, credit hours and itemized tuition costs
• Proof of payment
• Proof of final grade
• All documents must show the claimant’s name

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Tuition Reimbursement Guide

• Payment
• When submitting the expenditure voucher for payment, attach documentation as outlined in section 7.1.
• Budget codes:
• Licensed Staff – 695-2240-145-000-H03
• Object code 248
• Classified Staff – 695-2240-145-000-H05
• Object code 241
• Admin Staff – use associated salary budget code(s)
• Object code 244

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Tuition Reimbursement Guide

DO NOT request reimbursement through Certify.

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