Tuition Reimbursement Procedure

Purpose statement

This procedure defines the conditions and application process for reimbursement of tuition fees (including textbooks) for job related and corporate related educational courses leading to the acquisition of an academic undergraduate degree, diploma, or certificate from an accredited educational institution.

Scope

This procedure applies to all full-time permanent employees who meet the eligibility criteria.

All funds come from departmental budgets. This procedure excludes conferences, seminars, and training expenses. Refer to the Conference, Seminar and Training Expense Procedure.

Procedure

Eligibility criteria

1. Completed the probationary period;
2. Satisfactory performance and attendance as determined by management.

Conditions for tuition reimbursement

1. The course must be related to the present work duties or the anticipated career plan for the employee within the town.
2. All educational courses should be documented in the employee’s TOPS learning plan.
3. Performance and attendance will be a consideration factor in application approval.
4. The resignation or discharge of an employee during the course of study automatically terminates the eligibility for benefits.
5. The employee’s supervisor is responsible for determining if the course is job or corporate related. Tuition fees and textbooks will be reimbursed at the rate of:
   • 100% for job related courses
   • 50% for corporate related courses
6. Non eligible expenses include:
   • Travel to and from and parking at the institution
   • Meal expenses
   • Costs incurred for the completion of coursework and/or assignments (e.g. additional travel, materials and supplies).
   • Employees are expected to pay the tuition to the institution (PCOS cards are not be used), which will then be reimbursed to the employee by submitting proof of payment and proof of successful completion of the course.
7. Employees must achieve a grade of no lower than “60%” (or equivalent), to be eligible for reimbursement.
8. An employee who does not complete the course, or who does not meet the grade requirement, will not be eligible for reimbursement and will be responsible for all incurred fees.
9. An employee, who is terminated with just cause or voluntarily leaves the employ of the town within twelve (12) months of completing the course(s), will be responsible for repaying to the town the reimbursed amount of the course(s).
10. Courses must be taken on the employee’s own time and should not interfere with their regular job.
11. Approval must be obtained on a course by course basis. The town will not commit to funding a degree, diploma or certificate in its entirety.
12. An employee is limited to a maximum of three (3) courses annually subject to budget availability, course cost(s), exigencies of services and Commissioner’s approval.

Application and approval process for Corporate and job related courses

1. Employees are required to complete a Tuition Reimbursement form, which is available online.  The form requires employees to outline how the course will support their current or future career goals with the town.
2. All applications require approval from the employee’s supervisor, up to and including the Commissioner. Approval must be gained prior to registration. 
3. Once an employee’s request has been approved, the employee can proceed to register for the course.
4. Employees are to pay the educational institution, and then will be refunded as per the reimbursement process outlined below.  PCOS cards are not to be used.  Exceptions may be made in the event of financial hardship.  All exceptions must be approved by the employee’s director prior to registering in the course.
5. All job related and corporate related educational courses should be documented by the Supervisor in the employee’s TOPS learning plan.

Reimbursement procedure

Reimbursement will be provided to an employee after course completion by submitting a paid receipt and proof of successful completion.

1. Employees must within sixty (60) days of course completion, submit proof of successful completion, with the final course grade and proof of payment (i.e. receipts for tuition fees and authorized textbooks).
2. The approved form, proof of payment and successful course completion will be reviewed by Human Resources who will then forward to Payroll for reimbursement.
3. Reimbursement will be paid during the next pay cycle.

Definitions

Job related courses: Courses or training designed to develop skills, knowledge and effectiveness in employee’s current position with the Town of Oakville.

Corporate related courses: Courses or training designed to develop skills related to future goals with the Town of Oakville. Courses under consideration will include those that benefit career fields within the municipality, and not those related to the employee’s current position.

Responsibilities

Employee

• To obtain necessary approval for tuition reimbursement prior to registering for the course.
• Adhere to the principles and requirements outlined in this procedure and policy.

Supervisor

• The employee’s supervisor is responsible for reviewing and approving the employee’s application based on the established criteria.
• The supervisor is responsible for determining if the course is job related or corporate related.
• Ensure that all courses are documented in the employee’s TOPS learning plan.

Commissioner

• The Commissioner is responsible for giving final approval to employee’s application for tuition reimbursement based on the established criteria.

Human Resources

• The Human Resources department is responsible for reviewing the approved form to ensure all required documentation has been uploaded (i.e. proof of payment and proof of successful course completion) prior to forwarding to Payroll for reimbursement.
• Tracking information on employees who take corporate related or job related courses

Payroll

• Process the approved reimbursement request once all required approvals and documentation has been provided.