RES 885RESOLUTION NO.
A RESOLUTION adopting a tuition reimbursement program.
WHEREAS,from time to time City employees enroll in educational courses and training
classes that enhance the employees’ability to perform his or her job functions with the City,and
WHEREAS,the council desires to adopt a policy to establish regulations and procedures
relating to reimbursement of employees for expenditures incurred in connection with such
educational courses and training classes,
NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
CAMAS AS FOLLOWS:
Section I
There is hereby adopted as a program establishing regulations and procedures relating to
reimbursement of employees’expenditures incurred in connection with employees’attendance at
educational courses and training classes a document entitled Tuition Reimbursement Program ,
October,1999,in the form attached hereto as Exhibit “A”and by this reference incorporated
herein .
Section II
The Tuition Reimbursement Program shall govern reimbursement of City employees for
expenses incurred in attending educational courses and training classes.
ADOPTED by the Council at a regular meeting this day of November,1999.
SIGNED:
Mayor ff 0
Clerk
ATTEST:
Re,t>.0^5*
City of Camas
Tuition Reimbursement Program
October 1999
1.TUITION REIMBURSEMENT PROGRAM:
A.It is the policy of the City of Camas to promote the professional and technical
growth of its employees.The city supports enrollment of regular full-time
employees in educational courses and training classes which enhance an
employee’s knowledge and skills related to the performance of their duties
with the city.
B.Tuition reimbursement is intended to provide financial assistance to
employees who take courses which directly relate to their current position or
department function and which lead to a degree,registration or certification.
2.ELIGIBLE COURSES:
A.Tuition reimbursement applies to employees enrolled in graded,credit
courses,sponsored by an accredited educational institution (universities,
community colleges,technical colleges).
B.Courses which are audited and not taken for credit or graded incomplete are
not eligible for reimbursement
3.EMPLOYEE ELIGIBILITY:
A.Tuition reimbursement is available to regular,full-time city employees.
B.An employee must have completed probationary employment and must
remain in an active pay status during the entire course and at the time
reimbursement is requested.
C.An employee taking a leave of absence,in excess of four weeks,for any
purpose during a course is not eligible for tuition reimbursement.
4.APPROVAL PROCEDURE:
A.Employees may request to attend educational classes subject to pre-approval
by the Department Head,and with the concurrence of the City Administrator.
All requests must be in writing and identify the nature of courses being
requested,location,duration,work schedule impacts,and fees.
B.In evaluating a request,the city will consider the nature and duration of
training requested,location,budgetary considerations,relationship to
employee’s assignment,effect on work environment and organizational needs.
C.Generally,travel outside of the Portland-Vancouver metropolitan area is
discouraged when courses are available locally.
D.When tuition is paid by the city,an employment agreement may be required
specifying employment duration with the city and conditions of repayment in
the event of separation by the employee.
EXHIBIT
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5.REIMBURSEMENT:
A.Financial assistance for tuition will normally be on a reimbursement basis.
B.Reimbursement is subject to successful completion of the course which is
defined as a grade of “C”or better on individual courses;a grade of passing
on a pass/fail format;and an overall grade point average of 2.5 on a 4.0 scale
for undergraduate,and 3.0 on a 4.0 scale for graduate level courses.
C.Within sixty days of completing a class or term,the employee must submit a
copy of the final grade report to their supervisor,along with a city “Claim for
Expenses”.Receipts must be presented with the “Claim for Expenses”.
D.Reimbursement for tuition will be limited to “resident”costs in the event an
employee enrolls out of state.Employees receiving grants from other
agencies or sources (eg.veteran’s aid,scholarships,fellowships,etc.),are
eligible for reimbursement of tuition less outside funding amounts.
E.The time spent in attendance of a course of study is voluntary and considered
the employee’s personal time and not time worked.Time off during normal
work hours to attend classes is subject to prior approval by the supervisor and
is only allowed under the following conditions:
1)The employee’s absence will not interrupt the normal flow of
work,put an additional load on other employees,or result in the
accrual of overtime by other employees.
2)Comparable course must not be available outside of normal
working hours.
3)The employee will either make up time missed,have hours
changed through flexible scheduling,request leave without pay,or
record time as vacation or compensatory time off.
F.Request for reimbursement may include books and materials when the items
are placed in the department’s professional library.The cost of workbooks,
supplies,travel,parking and other related expenses are the responsibility of
the employee.
G.Tuition reimbursement may be considered additional compensation by the
Internal Revenue Service and subject to taxation.
AEXHIBIT_J
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2
CITY OF CAMAS
TUITION REIMBURSEMENT REQUEST
Employee Information:
Name
Department
Position
School/College Information :(accredited educational institutions only -universities,community colleges,technical colleges)
School/College Name
Address City ,State,Zip
Telephone
Educational Course/Training Information :
Course Name/Description
Credit Hours Course Fees
**Please attach a copy of tuition fee schedule provided by school or college.**
Duration of Course:
through
Beginning Date Ending Date Hours am/pm
If eligible,will you be using or receiving grants from other agencies or sources?(i .e.-veteranstuitionexemptionoraid,scholarships,fellowships,etc.)
YES NO
If YES,please describe:
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Terms and Agreements for Tuition Reimbursement.
1.Financial Assistance for tuition will normally be on a reimbursement basis.
2.Reimbursement is subject to successful completion of the course which is defined as a gradeof“C ”or better on individual courses;a grade of passing on a pass/fail format;and an overallgradepointaverageof2.5 on a 4.0 scale for undergraduate,and 3.0 on a 4.0 scale forgraduatelevelcourses.
3.Within sixty days of completing a class or term,the employee must submit a copy of the finalgradereporttotheirsupervisor,along with a city “Claim for Expenses”form .Receipts must
be presented with the “Claim for Expenses”.
4.Reimbursement for tuition will be limited to “resident”costs in the event an employee enrolls
out of state.Employees receiving grants from other agencies or sources (i.e.-veteran ’s aid ,scholarships ,fellowships,etc.),are eligible for reimbursement of tuition less outside funding
amounts.
5 .The time spent in attendance of a course of study is voluntary and considered the employee’spersonaltimeandnottimeworked.Time off dunng normal work hours to attend classes is
subject to prior approval by the supervisor and is only allowed under the following
conditions ;
A )The employee’s absence will not interrupt the normal flow of work ,put an additional
load on other employees,or result in the accrual of overtime by other employees.
B )Comparable course must not be available outside of normal working hours.
C )The employee will either make up time missed,have hours changed through flexible
scheduling ,request leave without pay ,or record time as vacation or compensatory
time off .
6.Request for reimbursement may include books and materials w'hen the items are placed in the
department 's professional library .The cost of workbooks,supplies,travel,parking and otherrelatedexpensesaretheresponsibilityoftheemployee.
7.Tuition reimbursement may be considered additional compensation by the Internal Revenue
Service and subject to taxation.
I ,have read and agree to the foregoing terms of tuition
reimbursement.I understand that courses that are audited and not taken for credit or graded
incomplete are not eligible for reimbursement,and shall be my responsibility for payment.
Employee Signature Date
Dept Head Approval Date
City Administrator Approval Date