Table of Contents: Chapter 3

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315. TUITION REIMBURSEMENT 3-1-09

315.1. Purpose

To establish guidelines for the City's tuition reimbursement program for those employees attending college courses. Financial assistance is provided as a benefit to employees for those individuals who seek to improve themselves through further education in pursuit of a college degree or specific further education.

315.2. Pre-approval

Any tuition reimbursement requires pre-approval prior to enrollment. For consideration, the employee must contact the appropriate department manager and ensure available budgeted funds.

315.3. Eligibility

315.3.1. Full-time employees with a minimum of one-year continuous service prior to the first day of the course.

315.3.2. Employees must remain active full-time status (not on any type of leave of absence) and attend college during non-work hours.

315.4. Applicability

315.4.1. Undergraduate or graduate level courses will be eligible for reimbursement. Courses to prepare for certification exams and degrees beyond the masters level are excluded from this policy.

315.4.2. Courses shall relate to their department and/or the employee's current position to maintain or enhance the skills of the employee. The Department Manager's signature is required on the application as approval for reimbursement consideration. Human Resources will be responsible for determining and reporting any taxable income in compliance with IRS regulations according to the job related nature of the course and/or degree.

315.4.3. Degrees will be considered when making a determination regarding individual courses (i.e. the City will reimburse for electives required to obtain a specific college degree determined to be job related).

315.4.4. Courses/degrees required to meet the minimum job requirement of the employee's current position will not be eligible for reimbursement.

315.4.5. Only courses taken through an accredited college, university, or approved vocational school for an approved degree program shall be eligible for reimbursement.

315.4.6. Twelve credit hours of computer based courses may be approved per employee per fiscal year for reimbursement. These courses must be job or department related to be eligible.

315.4.7. Only tuition costs paid directly by the employee will be reimbursed, excluding other costs such as books, supplies, activity fees, etc.

315.5. Limitations and Requirements

315.5.1. The benefit will not exceed the total per credit hour dollar amount as established by the University of Missouri - Kansas City undergraduate or graduate semester rate. Human Resources shall be responsible for verifying the per total credit hour rate for each semester and determining the appropriate rate which corresponds with the dates of the courses taken.

315.5.2. The maximum credit hours to be reimbursed shall not exceed twelve hours within one fiscal year per employee.

315.5.3. Employees may apply for tuition assistance for a maximum of one bachelors/associates degree and one masters degree during the course of their employment (two total).

315.5.4. Specific approval shall be required prior to enrolling in the course as provided in the Procedure set forth in this policy.

315.5.5. Any employee who receives tuition reimbursement shall sign an agreement to continue full-time employment with the City for a minimum of one year after receiving reimbursement. If an employee separates from employment prior to the one year agreement, the employee will be responsible to reimburse the full amount of all tuition reimbursement received during the 12 months immediately preceding separation from the City's employment.

315.6. Procedure

315.6.1. Employees shall complete an application for tuition reimbursement and obtain approval from the Department Director prior to enrollment in the course(s).

315.6.2. After completing the course, the employee must provide Human Resources with a copy of the paid tuition receipt and proof of a final grade of C or better for undergraduate courses or proof of a final grade of B or better for graduate courses for processing. Receipts and grades must be received in Human Resources within 90 days of the course completion scheduled date.

315.6.3. Human Resources will coordinate with Accounts Payable to process reimbursement as appropriate.