EDUCATION (TUITION) REIMBURSEMENT POLICY (HR2430) 11-18-2020.PDF
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MARICOPA COUNTY INTERNAL POLICY Policy Title: EDUCATION REIMBURSEMENT Policy Number: HR2430 Current Adoption Date: 11-18-2020 Current Implementation Date: 11-18-2020 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-31-11-016-6-04 Original Adoption Date: 06-19-2006 I. PURPOSE To equip employees to pursue new opportunities within the County, enhance productivity and job performance, promote long-term employee retention, and help attract qualified candidates. II. AUTHORITY This Policy is authorized by the Board of Supervisors pursuant to A.R.S.§11-251. III. APPLICATION This Policy applies to all Maricopa County elected offices and appointed departments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. IV. DEFINITIONS A. Appointing Authority: An elected official, the single administrative or executive head of a department, or the designated representative authorized to act in this capacity. B. Approved Certificate Program: A program consisting of classes necessary to achieve a certification that is a required minimum qualification in the market for a position within Maricopa County (e.g., paralegal certificate). This does not include professional certifications covered under the Job-Related Certifications/Registration Section. C. Approved Degree Program: An undergraduate or master’s degree program approved by the County’s Human Resources Department that either relates to the employee’s current job or an entirely new career as long as the new career is one that the County currently employs, subject to any exclusions or conditions listed in this Policy. D. College or University Partnership Program: A partnership between Maricopa County and a college or university to offer classes for programs identified by Human Resources in areas where the County is having difficulty recruiting and retaining employees. E. Full-Time Employee: For this Policy, one who works 80 hours or more per pay period. F. Human Resources: The County’s Human Resources Department. V. POLICY The revisions to this Policy apply to reimbursements submitted after xx, 2020. A. Limitation of Funds Policy Title: EDUCATION REIMBURSEMENT Policy Number: HR2430 Current Adoption Date: 11-18-2020 Page 2 of 6 1. Calendar Year Maximum Reimbursement per Employee: $5,250 (includes all funding received under this Policy). The dollar limit is based on the calendar year in which the funds are paid. 2. County Education Reimbursement Funds: Each fiscal year the Board of Supervisors must approve the general funds available for this program. Funds will be reimbursed on a first-come, first- reimbursed basis until they are exhausted for that fiscal year. 3. Department Funded Education Reimbursements: Departments may fund their own education reimbursements within their operating budgets under these same guidelines. Grant and special revenue funded departments are encouraged to use grants and special revenue funds as their first source of education reimbursement funding. 4. Other Education Assistance: Employees can only seek reimbursement for funds that they have personally paid or must personally repay and must report all forms of education assistance. Employees receiving education assistance from other sources (e.g., scholarships, grants, refunds, tuition waivers, discounts, or other education reimbursement programs) are eligible for reimbursement only for the portion of qualified expenses that exceed the amount of other assistance received. Student loans are not considered as coming from other funding sources as the employee must repay those amounts. 5. Number of Degrees (Life-time Maximum): Employees may only seek reimbursement for one bachelor’s degree and one master’s degree. Employees must obtain Human Resources’ approval prior to changing from one degree program to another to ensure compliance with this Policy. B. Employee Eligibility 1. Prior to submission of degree or class approval, employees must be in a non-temporary, full-time status. 2. Employees must be meeting performance expectations or equivalent. 3. Employees on protected Family and Medical Leave Act or Uniformed Services Employment and Reemployment Rights Act leave are eligible for reimbursement. When employees return from protected leave, they must contact Human Resources within seven (7) calendar days if their protected leave impacted their ability to meet submission deadlines. Employees who are not on state or federal protected leave and are in an unpaid status at the time of their application submission, approval, or final reimbursement are not eligible. C. Class Eligibility 1. Classes must be offered through a public or private college, university, community college, or technical school that is accredited by the US Department of Education, the Council for Higher Education, or another official accrediting body in the United States. 2. Classes must be taken for credit unless otherwise allowed in this Policy and: a. Have a direct relationship to the maintenance or improvement of skills required by the employee’s present job; or b. Be necessary for the completion of an Approved Degree Program or an Approved Certificate Program. Classes Ineligible for Reimbursement: Policy Title: EDUCATION REIMBURSEMENT Policy Number: HR2430 Current Adoption Date: 11-18-2020 Page 3 of 6 1. Seminars, workshops, professional licensures, continuing education units to maintain certifications or licensures, and conferences. Departments may pay for these out of their budget. 2. Study abroad courses or classes attended outside of Arizona. However, online courses, regardless of where offered, are eligible if they meet all eligibility criteria. 3. All doctoral degree and Ph.D. classes and programs (including but not limited to: law, medicine, veterinary medicine, dentistry, pharmacology, chiropractic, etc.); including those required for masters and other degrees. D. Class Reimbursements Only fees, costs, charges, and expenses specifically mentioned herein will be reimbursed. 1. Costs Eligible for Reimbursement a. Maricopa County Community College District (MCCCD) 100% of tuition, required books (excludes recommended books), laboratory fees, registration fees, and other related class fees for classes where a grade of “A”, “B”, “C” or “Pass” is obtained. b. Non-MCCCD Tuition (does not include books or any fees) for approved classes as follows: 100% - A 80% - B or Pass 60% - C Plus (+) or minus (-) grades will be reimbursed based on letter grade alone. c. Credit-by-Examination Tests 100% for tests that assess the mastery of college-level material and are used to obtain college admittance or college credit (College Level Examination Program (CLEP), Dantes Subject Standardized Tests (DSSTs), Proficiency Examination Program (ACT-PEP), Graduate Management Admissions Test (GMAT), Graduate Record Examination (GRE), etc.). d. Out-of-state/County Tuition Tuition reimbursements are only paid at in-state and in-county tuition rates. 2. Ineligible Costs a. When a grade of D, F, Fail, Incomplete, Withdraw, or Pass/No Credit is received. b. Classes taken a second time for a higher grade if the class was previously taken and the employee received a C or higher. c. Fees to third party lender/processors. d. Costs associated with audited classes. e. Costs incurred by employees that fail to comply with the requirements of this Policy. Policy Title: EDUCATION REIMBURSEMENT Policy Number: HR2430 Current Adoption Date: 11-18-2020 Page 4 of 6 E. Eligible Job-Related Certification/Registration and Recertification Reimbursements 1. Certification/Registration must be related to the employee’s current position and be value-added as determined by the department. The HR Director or designee will make the final decision if there is a disagreement between an employee and the department as to what is job-related and value-added. 2. Upon successfully obtaining a certification/registration or recertification, employees are eligible for 100% of their certification preparation classes and materials, examination fees, and recertification fees (up to $3,000 annually); membership fees and continuing education units are excluded. 3. Limitations: a. Annual Maximum: $3,000 b. Maximum Number of Certifications/Registrations: 1 every 3 years c. Does not include licenses that are paid for by the department. F. Tax Consequences All tax liabilities for reimbursements are the sole responsibility of the employee. G. Separations and Repayments One of the primary reasons for this program is to promote employee retention. Therefore, employees who voluntarily separate from County employment must repay all sums they received for reimbursement under this policy during the last 12 months prior to their termination. The amount eligible by law will be deducted from employees’ final paychecks. Employees should reach out to Human Resources to determine repayment terms. VI. PROCEDURES A. Application Requirements Failure to submit all required paperwork to Human Resources by the deadlines set herein will result in the denial of the education reimbursement request. 1. Approved Degree Program and Approved Certificate Program a. A one-time degree or certificate program approval by Human Resources is required prior to receiving reimbursements for classes related to an Approved Degree Program or an Approved Certificate Program. Approval of a specific class taken as a part of a degree or certificate program does not constitute approval of the degree or certificate program. 2. Individual Class Reimbursement Each class, including those for an Approved Degree Program and an Approved Certificate Program, must be approved by Human Resources. a. An application for class approval must be submitted no earlier than 60 calendar days before and no later than 14 calendar days after the class start date. b. Education reimbursement documents (itemized documents showing tuition charges, proof of payment and type, a zero balance due, academic year financial aid awards information, official Policy Title: EDUCATION REIMBURSEMENT Policy Number: HR2430 Current Adoption Date: 11-18-2020 Page 5 of 6 term schedule, Official Grade Reports/Unofficial Transcript, etc.) must be submitted within 60 calendar days following the last date of the class. c. Proof of payment must show tuition charges, funding sources, and that the tuition has been paid in full. No reimbursements will be made until payments are paid in full and only if the payment is made within the applicable timeline. d. An employee taking a self-paced learning class must choose a beginning and end date for the class that meets the criteria of this Policy. 3. Job-Related Certification/Registration and Recertification Reimbursements a. An application for approval must be submitted no earlier than 60 calendar days before and no later than 14 calendar days after the actual examination or recertification date. The application for approval must include the cost of the certification/registration and any applicable preparation classes and materials. b. Certification preparation classes and materials, certification/registration, and recertification documents (documents showing preparation class, certification or recertification charges, date, proof of payment and type, a zero balance due, etc.) must be submitted within 60 calendar days following the examination or recertification date. c. In order to receive reimbursements for certification preparation classes and materials, the applicable test must be passed within one year following the final preparation class. d. Proof of payment must show certification/registration or recertification charges, funding sources, and that the fees have been paid in full. No reimbursements will be made until payments are paid in full and only if the payment is made within the applicable timeline. 4. College or University Partnership Programs a. Tuition under these programs is eligible for early reimbursement to help employees register for the classes. Qualifying books and fees are not eligible for prepayment and must follow all guidelines listed in this Policy. b. Employees must comply with the deadlines for the Approved Degree Program or the Approved Certification Program and Individual Class Reimbursements as outlined above. c. Employees who receive a grade of D, F, Fail, Incomplete, Withdraw, or Pass/No Credit, or who fail to show the proper proof that the classes were completed in compliance with this Policy, must repay all prepaid sums they received for reimbursement. Until all sums are repaid, employees will not be eligible for any new Education Reimbursements. B. Employee Responsibilities 1. Submit all required paperwork and documentation within deadlines. 2. Take classes and complete homework during non-work scheduled hours or during periods of approved personal leave. 3. Monitor the amount of reimbursements received in the calendar year and not request more than the $5,250 calendar year cap. 4. Repay any amount received in error or in excess of the cap amount. Policy Title: EDUCATION REIMBURSEMENT Policy Number: HR2430 Current Adoption Date: 11-18-2020 Page 6 of 6 5. Any employee who attempts to obtain Education Reimbursements in a manner inconsistent with this Policy may be prohibited from participation in the program and may be subject to discipline. 6. The County Manager or designee may approve exceptions to this Policy that are consistent with the intent of the Policy. Revision History Version Revision Date Description of Revision 1 06-19-2006 Initial version 2 06-22-2011 Expanded eligibility criteria (C-31-11-016-6-00) 3 07-17-2013 Expanded approved degree programs, eliminated supervisor approval, added a repayment clause, and eliminated payment for non-MCCC fees (C-31-11-016-6-01) 4 12-09-2015 Minor revisions to align with changes to the Employee Merit System Rules (C-31-16-016-6- 00) 5 02-27-2016 Minor revisions to align with changes to the Employee Merit System Rules; December 2015 version was not the correct version of the policy. (C-31-11-016-6-02) 6 06-27-2018 Simplified the language, limited the number of degrees to one bachelors and one masters, modified the tax language, and added job-related certification clause. (C-31-11-016-6-03) 7 11-18-2020 Retitled it from Tuition Reimbursement to Education Reimbursement, added College or University Partnership Program, Approved Certificate Program, payment for job-related certification preparation courses and materials, and increased the annual certification maximum to $3,000. (C-31-11-016-6-04)