Human Resources

    Board of Trustees Policy

    SUBJECT:

    Tuition Reimbursement for Administrators

    		 NUMBER:
    6.7
    DATE:
    2003
    SUPERSEDES:
     

    Purpose

    The College is committed to the continued development of its employees. As part of that commitment, the College provides an education assistance program (Tuition Reimbursement) to help defray the cost of higher education for eligible employees leading to:

    1. Enhanced Performance within current role
    2. Promotion to position of higher responsibility
    3. Career Development to position outside current area

    This program increases the College’s attractiveness to prospective employees; helps retain current employees, leads to increased organization loyalty, provides on the job recognition, and allows employees to validate learning in their current job.

    The program also adds value to the college as a workplace by improving our overall organization effectiveness while enhancing the attractiveness of the College’s benefits and total rewards program.

    This program will be administered by the Human Resources Department.

    Policy

    This policy applies to all full-time regular, administrators, and full-time non-bargaining unit employees of the College who have completed a minimum of six months of continuous satisfactory employment with the college at the time of their application for educational assistance.

    1. To receive reimbursement, employees must be actively employed on the day the College issues reimbursement. Employees on a leave of absence are not eligible to apply for reimbursement. Employees who have not completed six months of satisfactory employment are not eligible to apply for tuition reimbursement.

    2. Reimbursement will not be provided for any course taken at another institution for which an equivalent course is offered by Montgomery County Community College.

    3. Approval for all courses must be obtained by the employee’s immediate supervisor, the area Vice President, and the Vice President of Administration and Finance, prior to enrollment and in accordance with the application timelines specified in this policy.

    4. Courses must meet the following criteria to be eligible for reimbursement:

      1. Relate to improving the employee’s effectiveness on the job.
      2. Assist in preparing the employee for a position of increased responsibility within the College.
      3. Be a required or elective course leading to an undergraduate degree or
        be a required or elective course leading to an advanced degree or professional certification, such as CPA or JD. The degree or certification must be consistent with the employee’s professional development plans and objectives as approved by the supervisor and area Vice President.

    5. Courses are required to be taken through an accredited educational institution.

    6. The employee is required to review with his/her supervisor and obtain prior approval of the anticipated course load to be taken during any academic term. Employees are expected to complete the requirements of school attendance and homework assignments on their own time and not on College time. Care should be taken so that the employee does not commit to the point that their job performance or class work suffers. No more than two courses (6 credits) per semester and/or 4 courses (12 credits) per academic year will be approved.

    7. Following satisfactory completion of an approved course, the College will reimburse eligible employees 70% of the cost of tuition up to the reimbursement limitations stated in this policy, as well as 100% of fees and books, (up to a maximum of $ 200. total per course), for up to a two courses per semester and up to four courses per calendar year. Reimbursements will be reduced by any amount paid by other sources such as government agencies, scholarship, or grants.

    8. In order to receive reimbursement, the employee must receive at least a “C” grade or better for undergraduate courses and a “B” grade or better for graduate level courses or their equivalent (“P” grade in a Pass/Fail system). In courses where no formal grade or measurements are normally provided, the employee must obtain a satisfactory written document from the instructor and/or the institution indicating successful completion of the course. Determination of grade eligibility for reimbursement will be made by the Manager of Employee Benefits.

    9. Applicable withholding taxes will be withheld in compliance with state and federal taxes as applicable at the time of reimbursement.

    Eligibility to Participate

    Full-time administrators and full-time non-bargaining unit employees who have satisfactorily completed a minimum of six months of employment with the College are eligible to participate in this program.

    Employees selected to participate in the program will be assured the amount of reimbursement approved prior to the start of their course work.

    In order to receive reimbursement, employees must earn a minimum grade of “C” or equivalent for pre-approved undergraduate courses or a minimum grade of “B” or equivalent for pre-approved graduate courses or obtain and submit proof of obtaining a pre approved course for certification in order to receive any reimbursement.

    Expenses for tuition, fees and books must be validated by receipts and a copy of the final grade or certification must be submitted to the Employee Benefits Manager within thirty days of having completed a pre-approved course, in order to obtain reimbursement.

    Course Work Limitation

    The College will reimburse up to a maximum of 12 credit hours per fiscal year for each employee.

    Reimbursement Limitations

    For approved requests for reimbursement, the College will reimburse individuals up to 70% of the current Pennsylvania Resident tuition rate per undergraduate or graduate credit hour for Temple University. The current Temple undergraduate credit hour rate for 2003-2004 is $291, and for graduate credit hour rate for 2003-2004 is $430. Therefore, the maximum credit hour reimbursement for undergraduate course taken in the 2003-2004 fiscal year will be $204.00. For graduate courses, the credit hour reimbursement maximum will be $301.00.

    Reimbursement benchmarks are subject to change in subsequent fiscal years. The College will also reimburse up to 100% of fees and books (up to a maximum of $200 total per course).

    Travel and other personal expenses are not eligible for reimbursement.