Policy #1401
Tuition Reimbursement for Courses Taken at Other Educational Institutions

Date: February, 2007
Primary Responsible Officer: Director, Accounts Payable
Secondary Responsible Officer: Director, Human Resources

1. PURPOSE
   
   This policy outlines the university’s plan to reimburse employees who receive approved job related education or training offered from a source other than a university academic department.
   
   The purposes of the program are to train employees (a) in the use of new or modified equipment, (b) in skills and knowledge required by changes in current positions or (c) with work related education that maintains or improves skills required in the job.
   
   
2. AUTHORITY
   
   The Board of Visitors has granted the president with 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.
   
   
3. DEFINITIONS
   
   None
   
   
4. APPLICABILITY
   
   This policy applies to all classified employees and faculty members.
   
   
5. POLICY
   
   5.1 In support of James Madison University's commitment to the professional development of faculty and staff, the university will authorize departments and Training and Development to reimburse full-time employees for the tuition cost of certain job related courses taken at other educational institutions. In addition, tuition costs for courses offered through the University's Office of Continuing Education are covered under this policy. 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.
   
   5.2 Educational assistance under this policy is subject to the following restrictions:
   
   
   • Educational assistance will be limited to three courses per person during the fiscal year.
   • Classified employees must have successfully completed their probationary period as a prerequisite for educational assistance.
   • Tuition reimbursement will only be made for courses in which the employee receives a passing grade.
   • Classroom and study requirements will not be regarded as a basis for compensatory leave.
   • Termination of employment, for any reason, prior to the completion of the course will make employees ineligible for tuition reimbursement.
   • Employees eligible to receive veteran's benefits for education will be eligible for tuition reimbursement for that portion of tuition not covered by the Veterans Bill.
   • The cost of instruction will be paid by the employee's office or department or Training and Development based on advanced approval and availability of funds.
   • Courses authorized by this policy must be unavailable at the University. Courses available at JMU should be taken under the Faculty-Staff On-Campus Tuition Waiver Program (Policy 1402).
   • Courses taken at other educational institutions under this policy may not be for the purpose of earning an undergraduate or graduate degree.
   • Short-term workshops, institutes, symposia and other non-credit activities are not eligible for consideration under this policy. See Policy #1403.
   • Tuition reimbursement will not be authorized for partial activity in or for auditing courses of instruction.
   • Application, readmission and laboratory fees, as well as study materials, travel expenses and meals are not to be included in the amount requested for reimbursement.
   • Courses must meet the IRS definition of work-related education. Courses will not be reimbursed if they: 1) are needed to meet minimum education requirements necessary to qualify for employment, or 2) qualify an employee for a new trade or business.
   
   
6. PROCEDURES
   
   Employees seeking tuition reimbursement for courses taken under this policy must:
   
   
   1. Prepare a Request for Tuition Reimbursement form attached to this policy.
      
      
   2. Obtain authorization from the supervisor and departmental budget authority to participate. This includes arranging for any lost work time for coursework to be done during normal working hours.
      
      
   3. The department reimbursing the employee will retain the original approved request form and return a copy of the form to the employee requesting assistance.
      
      
   4. Within 30 days of the successful completion of courses, employees must submit the following information to the supervisor or the Training and Development Department:
      
      
      • A copy of the approved "Request for Tuition Reimbursement" form.
        
      • A copy of the certificate, diploma or grade report indicating successful completion of the course.
        
      • A copy of the receipt for payment of fees.
        
      
      
   5. The departmental budget authority will coordinate reimbursement through the Accounts Payable office.
      
   
   
7. RESPONSIBILITIES
   
   Departments are responsible for strict adherence to this policy, particularly in understanding their restrictions regarding what types of training are reimbursable.
   
   Accounts Payable is responsible for managing the reimbursement process.
   
   
8. SANCTIONS
   
   Sanctions will be commensurate with the severity and frequency of the offense and may include termination of employment.
   
   
9. EXCLUSIONS
   
   
   • This policy does not apply to wage employees.
   • Educational opportunities covered in Policies 1402 and 1403 are excluded from this policy.
   
   
   
10. INTERPRETATION
    
    The authority to interpret this policy rests with the President, and is generally delegated to the Director of Accounts Payable.
    
    Previous version: December, 2005
    Approved by the President: November, 2002
    
    Index of Terms
    
    Tuition reimbursement
    
    Appendix:
    
    Request for Tuition Reimbursement

________________________________________________________________________

APPENDIX

REQUEST FOR TUITION REIMBURSEMENT

The application for tuition reimbursement under policy 1401 must be completed prior to program enrollment. Please review this policy in the Manual of Policies and Procedures before completing this form.

NOTE - Courses must meet the IRS definition of work-related education. Courses will not be reimbursed if they: 1) are needed to meet minimum education requirements necessary to qualify for employment, or 2) qualify an employee for a new trade or business. Courses taken under this policy may not be for the purpose of earning an undergraduate or graduate degree.

NAME:_______________________________________________________________
Last/First/Middle

Soc. Sec. No:____________________Department:________________________

Program/Course Name :___________________________________

School or Program Sponsor:__________________________________________

Beginning Date of Program:____/___/______Ending Date:____/___/______

Where will the program meet:________________________________________

When will the program meet: Days:__________Times:___________________

This program is directly job related: Yes____________No____________

I plan to take this program for credit: Yes___________No___________

Have you previously taken any courses covered by this policy: Y__N__

If yes, when:_______________________________________________________

Which purpose listed in Policy 1401 is applicable to this request?

_____Training in the use of new or modified equipment

_____Training in skills and knowledge required by changes in current position

_____Work related training that maintains or improves skills required in the job.

Am I eligible to receive G.I. benefits for education which apply to this program: Yes_____No_____

If yes, what is the amount of reimbursement?_________________________

Amount of estimated reimbursement from the university:_______________

REIMBURSEMENT IS TO BE CHARGED TO: Account No.:____________________

CERTIFICATION

I hereby certify all entries on this form to be correct.I also certify that the course described above is: 1) not needed to meet minimum education requirements necessary to qualify for employment, and 2) will not qualify me for a new trade or business.

Staff Member's Signature_____________________________Date____________

APPROVALS

Supervisor___________________________________________Date____________

Department Budget Authority_______________________________________Date____________