ATTACHMENT B

Corporate Procedure

Title: Originating Department:	Tuition Reimbursement Reference No: Human Resources
Delegated Authority:	General Manager, Human Resources
Effective Date:		Last Revision Date:

Application

This procedure applies to all permanent employees and full-time temporary employees who have completed at least one year of continuous employment with the City of Ottawa.

Definitions

Reimbursement - repayment of pre-approved tuition or course costs to an employee for successfully completed learning opportunities.

Procedure Description

In order to qualify for funding, the training or learning activity should be identified in the employee’s yearly performance management assessment (which outlines the learning or development plans that are directly related to the employee’s work or that will prepare an employee to assume reasonable succession opportunities within the City). In the absence of a recent performance management assessment, the employee and supervisor are required to discuss the learning needs of the employee. The employee’s Director must approve the request for reimbursement prior to registration. Approval will take into consideration the availability of funds, the principle of equitable access to available funds and anticipated demand, and departmental business priorities. Where approval has been received, the employee is responsible for covering the tuition or course costs and, upon successful completion of the course, submitting the necessary supporting documentation along with the request for reimbursement.

Prior to registering in any course/training activity offered by an approved training provider, the employee must complete the Approval for Tuition Reimbursement form available on MOE (Appendix A) and forward it to his/her Director for approval and signature. It is important to include the following details on the Approval for Tuition Reimbursement form:

• the course/learning activity title,

• name of the institution providing the course/learning activity,
• tuition costs, and cost of any supporting materials (for which reimbursement will be sought),
• rationale explaining the relevance of the course/learning activity in relation to the employee’s previously approved learning or development plans (or in the absence of an approved learning or development plan, rationale that would lead to the development of such plans in the future), and
• when the training will take place (i.e. evenings, weekends, or during paid working time).

Departments may, at their discretion and as appropriate, reimburse the employee for the following course/learning related costs:

• registration/tuition fees,
• examination and other institutional fees,
• books or other course materials provided they remain the property of the City of Ottawa, and
• travel costs in accordance with the City’s Travel policy.

The following criteria shall be considered during the decision-making process regarding tuition reimbursement:

• the employee is a permanent employee, or a full-time temporary employee with at least one year of continuous service with the City,
• the course/learning activity is related to the employee’s present duties or current career path within the City (as outlined in their learning or development plan),
• the request for tuition reimbursement is initiated by the employee,
• the department’s budget can cover the course/tuition fees,
• successful completion of the course/learning activity.

When approval is granted, the Director shall retain the original signed copy of the approved form on file and forward a copy to the employee. Where the cumulative amount of tuition reimbursement exceeds $2,000, the employee is required to sign an agreement (Appendix B) stating that should they leave the City within one year after the completion of the course they will reimburse the City accordingly.

At the manager’s discretion, reimbursement request may be denied under the following circumstances:

· the course/learning activity is not related to City of Ottawa work, or the individual employee’s learning or development plan,

· duplicate or similar learning programs are offered by the City of Ottawa (unless the course for which financial assistance is requested is more comprehensive and in-depth and value would be accrued),

· the course/learning activity has received negative evaluations,

· the employee has already been denied or received reimbursement for an identical or equivalent course/learning activity, or

· funding is not available.

Upon successful completion of the course/learning activity, the employee is required to submit the following documentation to their supervisor in order to be reimbursed for course expenses:

· a transcript of grades or proof of successful completion of the course/learning activity, and

· original receipts.

responsibilities

Directors

Directors are responsible for:

• determining training or tuition assistance budget allocation for employees,
• approving/denying an employee’s request for reimbursement of tuition and other expenses upon successful completion of the course/learning activity,
• retaining the signed original copy of the Approval for Tuition Reimbursement form and the rationale for the decision on file until documentation is submitted attesting to the successful completion of the course, and
• authorizing and submitting the necessary documents and official receipts to Financial Services for reimbursement.

Managers and Immediate Supervisors

Managers and immediate supervisors are responsible for:

• identifying and ensuring the learning goals of employees are aligned with operational requirements, core performance competencies and legislated requirements, and
• recommending Director approval or denial of an employee’s request for tuition reimbursement.

Employees

Employees are responsible for:

• understanding the alignment of their job requirements with organizational objectives,
• completing the Approval for Tuition Reimbursement form and submitting a request for reimbursement to their supervisor/manager in advance of enrollment in a course/learning activity,
• paying for the tuition or course costs,
• attending the course/learning activity,
• submitting documentation to their supervisor/manager, attesting to the successful completion of the course/learning activity, and original receipts for reimbursement.

references

Collective Agreements

Continuous Learning Policy

Travel Policy

Key Word Search

Development

Reimbursement

Training

Tuition

Enquiries

Clarification and assistance may be obtained from your Training and Development Coordinator or from:

The Learning Centre

Human Resources Department

City of Ottawa

Tel: (613) 580-2424

APPENDIX A

Approval for Tuition Reimbursement Form DRAFT (Reference Tuition Reimbursement Procedure) Feb/25/03
Last Name	First Name	Employee Number
Work Location	Mail Code	Email
Department	Branch	Division
Position Title	Work Phone	Work Fax
Employee Status Permanent Full-time Permanent Part-time Other		Union Affiliation

Course/Learning Activity Title _________________________________________________

Providing Institution _________________________________________________________

Tuition Cost ________________________

Detail and Cost of Supporting Materials (for which reimbursement will be sought) ____________________________________________________________________________

Rationale to support Reimbursement of Cost(s)

Percentage or Total Cost to be reimbursed to Employee

When course will take place (i.e. evenings, weekends, during paid work time)

By signing this form, both the Supervisor and the Employee agree that upon proof of successful completion (transcript of grades or notification of successful completion), the Employee will be reimbursed as indicated above. (Original receipts required)

Employee’s Signature………………………………………………….. Date………………………….

Director’s Signature ………………………………………………… Date………………………….

APPENDIX B

A G R E E M E N T

I acknowledge that pursuant to the Continuous Learning Policy, a copy of which is attached hereto and which I have read and understood, I will be required to reimburse the City of Ottawa for the total cost of the tuition fees (and travel fees if applicable) for attendance at:

________________________________{Name of the Course} __________________________________

if I voluntarily resign from my employment with the City of Ottawa prior to

____________________________________{Specify Date} ___________________________________.

I further agree that if I resign from my employment with the City of Ottawa prior to the above-noted date, the City of Ottawa may deduct the total cost of the tuition fees (and travel fees if applicable) from any outstanding payment to which I am entitled upon my severance of employment with the City of Ottawa.

____________________________ __________________________

_{Employee’s Signature Date}

_{__________________________________________ ____________________________________________}

_{Director’s Signature Date}

_{_________________________________________ _____________________________________________}

_{General Manager’s Signature Date}