Reimbursement for Work-Related Education or Training from an External Source
Date of Current Revision: March, 2012
Primary Responsible Officer: Director, Accounts Payable
Secondary Responsible Officer: Director, Human Resources
This policy outlines the university’s plan to reimburse employees who receive approved work-related education or training from an external source.
The purposes of the policy are to train employees (a) with work-related education in the use of new or modified equipment, (b) with work-related education in skills and knowledge required by changes in current positions (c) with work-related education that maintains or improves skills required in the job or (d) with work-related education to meet degree requirements in a program for which the employee is enrolled and the university does not offer an equivalent course.
The Board of Visitors has granted the president responsibility for the university’s effective operation, to include the development of its faculty and staff, and the authority to dictate policies and procedures in that effort.
Work-Related Education and/or Training
Education or training that is required by the university, law or regulatory agency to keep present salary, status or job. The required education must serve the functional purposes of the university. Or, education that maintains or improves skills needed in the employee’s present job.
Education Not Qualifying as Work-Related:
Education does not qualify as work-related if it is needed to meet the minimum educational requirements of the employee’s present job or is part of a program or study that will qualify the employee for a new job.
A source other than James Madison University. However, for the purposes of this policy, the university’s Outreach and Engagement office is considered an external source.
This policy applies to all fulltime employees.
5.1 In support of the university’s commitment to the professional development of faculty and staff, the university may authorize reimbursement to full-time employees for the tuition cost of certain work-related academic courses taken at other institutions or the work-related continuing education courses offered through the university's Outreach and Engagement office.
5.2 In support of the university’s commitment to the professional development of faculty and staff, the university may authorize reimbursement to full-time employees for the costs of certain work-related training programs taken at other institutions or the work-related continuing education courses offered through the university’s Outreach and Engagement office.
5.3 This policy is designed to aid employees who are expected to continue employment with the university for a period that will justify such educational assistance. This period will be determined by the applicable department.
5.4 Reimbursement for courses taken will be made for costs up to but not exceeding in-state JMU tuition.
5.5 Reimbursement under this policy is subject to the following restrictions:
Employees seeking reimbursement for courses taken under this policy must:
Supervisors are responsible for ensuring reimbursement is for work-related course/class work.
Accounts Payable is responsible for managing the reimbursement process.
Payroll is responsible for reporting taxable educational assistance. Payroll is also responsible for maintaining the Request for Tuition Reimbursement forms for the purpose of documenting that the reimbursement meets the IRS definition for work-related education.
The Office of Equal Opportunity will review records of applications and awards for EEO compliance on a quarterly basis.
Senior VP’s and the Executive Assistant to the President or the appropriate designees are responsible for submitting annual budget initiatives for tuition reimbursement and managing division fund allocations. They are also responsible for ensuring that the restrictions, limitations and guidelines of this policy are followed. Each division is responsible for maintaining accurate records of applications and awards of tuition reimbursement. The division will request an annual initiative for use in support of this policy and then will manage any funds granted through the initiative during the fiscal year.
Sanctions will be commensurate with the severity and frequency of the offense and may include termination of employment.
This policy does not apply to part-time employees, adjunct faculty, wage employees or affiliates.
Educational opportunities covered in Policies 1402, 1403 and 1405 are excluded from this policy.
The authority to interpret this policy rests with the president, and is generally delegated to the Director of Accounts Payable.
Previous version: July, 2010
Approved by the President: October, 2008
Index of Terms
Request for Tuition Reimbursement