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HomeMy WebLinkAboutResolution No. 462-15 - TuitionReimbursementPolicyRESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a personnel policy regarding Tuition Reimbursement. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS ATTEST: CITY CLERK DAY OF , 2015. PRESIDENT OF SAID COMMON COUNCIL APPROVED THIS DAY OF , 2015. MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) Res15Wdopt\PersPolicy. Tuition CITY OF ROCHESTER ORGANIZATIONAL POLICY TUITION REIMBURSEMENT Purpose The City of Rochester is committed to supporting a culture of continuous learning and employee development by financially funding a tuition reimbursement program. To help defray the costs of employee education, the City will reimburse 80 percent of tuition costs per year up to the annual maximum amounts listed in the chart below. Eligibility Criteria All benefits -eligible employees are eligible for tuition reimbursement for courses that commence after the em- ployee's date of hire. Tuition reimbursement for part-time employees will be pro -rated based on the number of hours the employee is scheduled to work. The degree or certification sought must be applicable to the employee's current position or a specific future role within the organization, and be pre -approved by the Director of Human Resources prior to the commencement of the course(s). Course(s) must allow employees to earn credit(s) toward a degree from an accredited college or university, with the exception of certification coursework which may be considered for reimbursement at the discretion of the Director of Human Resources. College -level preparatory classes, intended solely to prepare the employee student for a degree/certification program, will be covered by this program. Employees must receive at least a grade of "C" or "pass" to qualify for reimbursement. Procedure To request tuition reimbursement, employees must complete and submit the "Application for Tuition Refund Ap- proval" form prior to the commencement of the course along with a verified statement of the cost of tuition. Grants, scholarships or other funds received by the employee for educational benefits must be disclosed to the employer when applying for tuition reimbursement. Coordination with these programs will occur so that the employee does not receive more than the actual cost of the tuition. Time spent by employees in classes is not considered to be compensable time by the City. Employees will not be reimbursed for textbooks or other fee(s) charged by the college or university. Within 30 days of satisfactorily completing the course, the employee must return the original "Application for Tuition Refund Approval" form to the Human Resources Department along with formal evidence of the grade earned (official grade report or transcript) and proof or receipt of payment. By his/her signature on the application form, the employee agrees to repay the City for all tuition reimbursement funds paid within the previous 12 months (through a deduction from final earnings) if s/he leaves employment within six (6) months from the date the last course is completed. This timeframe may be extended by any unpaid or paid CITY OF ROCHESTER ORGANIZATIONAL POLICY leave of absences taken during those six (6) months. If an employee is terminated from employment for performance or misconduct reasons, eligibility for reimbursement ends immediately whether the class is completed or not. If an employee is laid off or if an employee's job is eliminated for business reasons beyond the employee's control, eligibility for reimbursement of all classes which began prior to the termination and/or layoff shall remain in force. If an employee voluntarily resigns from their position prior to the completion of a course, reimbursement eligibility will end immediately. For tax purposes, this program is governed by the rules of the Internal Revenue Code. Certain reimbursements may be subject to income taxes and are processed through the City's payroll system. Any tax owing on the reimbursement will remain the sole responsibility of the employee.