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City of Riverside, California Human Resources Policy and (City of Riverside, California)

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City
of
Riverside,
California
Human
Resources
Policy
and
Procedure
Manual
Approved:
L,
t-
iiy
iwanager
Number:
IV -
3
Effective
Date:
02118
SUBJECT:
EDUCATION
REIMBURSEMENT
PROGRAM
PURPOSE -
To
support
a
learning
culture
by
encouraging
employees
of
the
City
to
pursue
educational
courses,
certifications,
licenses
and
other
training
programs
which
will
increase
their
job
proficiency,
prepare
them
for
promotional
opportunities
within
the
City,
and
improve
the
overall
level
of
service
provided
by
the
City
in
furtherance
of
the
City'
s
strategic
goals
and
initiatives.
116]
q
EWA
The
Human
Resources
Director
or
his/
her
designee
is
authorized,
subject
to
the
availability
of
funds,
to
provide
training
and
educational
assistance
to
City
employees.
The
Education
Reimbursement
Program
reimburses
employees,
who
meet
minimum
eligibility
requirements,
for
the
cost
of
course
fees
after
successful
completion
of
an
individual
course
or
program.
When
an
employee
is
required
by
the
department
to
attend
a
course
or
program,
the
expense
shall
be
the
responsibility
of
the
respective
department
and
employee.
Such
a
course
or
program
will
not
be
eligible
for
the
Education
Reimbursement
Program.
As
a
general
rule,
time
spent
on
approved
educational
courses
should
be
outside
of
scheduled
working
hours
and
shall
not
be
considered
as
time
worked
for
the
City.
Employees
are
responsible
for
any
income
tax
liability
that
may
incur
under
this
program.
1.
Employee
Eligibility
Requirement -
To
be
eligible
for
the
Education
Reimbursement
Program,
an
employee
must:
a.
Be
a
regular
full
or
part-
time
employee
with
the
City
of
Riverside
at
the
time
of
application
and
at
the
time
of
request
for
reimbursement;
u
Number:
IV -
3
Effective
Date:
02/
18
b.
Not
receive
an
overall
rating
of
Unsatisfactory (
2
or
below)
on
a
Performance
Appraisal
within
the
last
twelve
months;
and
C.
Not
combine
and/
or
receive
educational
benefits (
i.
e.
grants
or
scholarships)
under
another
state
or
public
program,
such
as
the
G.
I.
Bill,
for
the
same
course
or
program.
2.
School/
Course
Eligibility
Requirements -
To
qualify
for
reimbursement,
the
course
or
program
must
meet
one
of
the
following
criteria:
a.
A
course
in
a
degree
program
offered
at
an
accredited
institution;
or
b.
A
course
that
leads
to
a
certificate
or
prepares
the
employee
for
a
professional
credential
or
designation
bN,
an
accredited
institution,
professional
society,
or
private
certificate
granting
agency.
3.
Request
for
Approval -
An
employee
must
request
pre -
approval
by
completing
and
submitting
the
Education
Reimbursement
Application
Form
to
the
Human
Resources
Department
prior
to
the
beginning
of
a
course.
Requests
submitted
after
a
course
has
begun
will
not
be
processed.
Requests
shall
be
reviewed
and
approved
in
the
order
they
are
received.
In
the
event
of
insufficient
budgeted
funds,
approvals
shall
be
placed
on
a
waiting
list,
and
subject
to
final
approval
upon
the
availability
of
budgeted
funds.
The
waiting
list
shall
terminate
at
the
end
of
each
fiscal
year.
Only
courses
that
receive
final
approval
shall
be
reimbursed.
In
no
event
will
a
course
be
reimbursed
if
there
are
insufficient
funds.
4.
Request
for
Reimbursement -
Reimbursement
under
this
program
will
not
exceed
1,
000
per
course
or
program
inclusive
of
all
qualified
expenses
per
fiscal
year
1,
500
for
RPO
Supervisory
Unit
and
RPAA
Management).
Covered
costs
include
registration,
tuition,
institution
required
fees,
mandatory
books
and
lab
fees.
Special
fees,
optional
student
service
fees,
food/
meals,
parking
and
mileage/
transportation
are
not
eligible
for
reimbursement.
To
receive
reimbursement,
employees
must
obtain
a
final
course
grade
of "
C"
grade
or
better.
For
Certificate,
License,
Professional
Designation
or
other
programs
which
do
not
provide
a
course
grade,
an
employee
must
provide
a
copy
of
their
Certificate,
License
or
Professional
Designation
as
proof
of
satisfactory
completion.
In
order
to
receive
reimbursement,
an
employee
must
submit
an
Education
Reimbursement
Request
for
Payment
with
registration
confirmation,
verification
of
grades
or
satisfactory
completion,
and
itemized
receipts
for
all
applicable
expenditures
to
the
Human
Resources
Director
or
his/
her
designee
within
30
days
of
course
completion.
In
the
event
that
an
employee
loses
their
employment
status
with
the
City
for
K
Number:
IV -
3
Effective
Date:
02118
reasons
other
than
layoff,
and
has
an
approved
application
on
file,
he/
she
will
not
be
eligible
to
submit
a
request
for
payment.
Attachments:
Education
Reimbursement
Application
Form
2.
Education
Reimbursement
Request
for
Payment
Form
3
Education Reimbursement Program
Pre-Approval Application for a Certificate/Certification Program
Revised 5/8/18
Please complete and submit prior to the beginning of a certificate/certification program.
Name: _____________________________ Department/Division: ___________________________
Employee Number: ___________________ Phone Number: ________________________________
Educational Institution/Private Certification Granting Agency: ___________________________________
Certificate/Certification Program Name: ____________________________________________________
Expected Month and Year of Certificate/Certification Program Completion: _______________________
How will this certificate/certification program benefit your current position or prepare you for
advancement opportunities?
Read and initial that you attest to each of the following statements. Initials
1. This course is voluntary, is not considered hours of work and/or employment, and no
compensation is earned.
2. I am an employee in good standing and have not received an overall rating of
unsatisfactory (2 or below) on a performance appraisal within the last twelve months.
3. I am a full-time/part-time benefited employee.
4. I must attach the certificate/certification program description for my supervisor to
review.
Employee Signature_____________________________________Date___________________________
For HR Use Only
Available balance before current request: $_______________ Estimated Reimbursement: $ __________
Approved: ☐ Yes ☐ No Comments______________________________________________________
HR Director/Designee Signature ___________________________________________ Date ____________
Course Name
Course Dates
Estimated Cost
(Registration and books)
To
$
Approvals
1. I confirm that this Certificate/Certification Program will benefit the employee’s current or future
position.
2. I have reviewed the Certificate/Certification Program description and verified the educational
institution or private certification granting agency.
3. This employee is in good standing and has not received an unsatisfactory rating (2 or below) on a
performance appraisal within the last twelve months.
Supervisor Signature_____________________________________Date_________________________
Department Head Signature_______________________________Date_________________________
Comments__________________________________________________________________________
Please forward this form to HR upon completion.
Education Reimbursement Program
Request for Payment Form
Certificate/Certification Program
Revised 5/8/18
Please complete and submit within 30 days of obtaining your certificate.
Name: _____________________________ Department/Division: ___________________________
Employee Number: ___________________ Phone Number: ________________________________
Educational Institution/Private Certification Granting Agency: __________________________________
Certificate/Certification Program Name: ____________________________________________________
Cost Breakdown
Registration
Materials
$
$
I have successfully completed the Certificate/Certification Program, attached proof of completion or
professional designation, and receipts in accordance with the Education Reimbursement Policy.
Employee Signature_____________________________________Date___________________________
Supervisor Signature____________________________________ Date___________________________
Note: The Department Head signature is not required. Please forward this form to HR upon completion.
For HR and Payroll Use Only
Account Summary Distribution
GL Key
Object
JL Key
Object
W/O No:
Amount
Education Reimbursement Program Coordinator
Human Resources Director/Designee Approval
Signature_____________________Date________
Signature_____________________Date_________
Authorization for Payment
Authorization for Payment
Accounting Designee
Finance Director/Designee
Signature______________________Date_______
Signature_____________________Date_________
Education Reimbursement Program
Pre-Approval Application for Degreed Programs
Revised 5/8/18
Please complete and submit prior to the beginning of the course.
Name: _____________________________ Department/Division: __________________________
Employee Number: ___________________ Phone Number: _______________________________
University/College: ____________________________________________________________________
Degree/Major/University Extension Program: _______________________________________________
Address: _____________________________________________________________________________
How will this course(s) benefit your current position or prepare you for advancement opportunities?
Read and initial that you attest to each of the following statements. Initials
1. This course is voluntary, is not considered hours of work and/or employment, and no
compensation is earned.
2. I am an employee in good standing and have not received an overall rating of
unsatisfactory (2 or below) on a performance appraisal within the last twelve months.
3. I am a full-time/part-time benefited employee.
Employee Signature_____________________________________Date___________________________
For HR Use Only
Available balance before current request: $___________ Estimated Reimbursement: $ _______________
Approved: ☐ Yes ☐ No Comments: _______________________________________________________
HR Director/Designee Signature ___________________________________________Date_____________
Course Title
Course Dates
Estimated Cost
(Tuition, books and
required fees)
To
$
$
Approvals
This employee is in good standing and has not received an unsatisfactory rating (2 or below) on a
performance appraisal within the last twelve months.
Supervisor Signature_____________________________________Date_________________________
Department Head Signature_______________________________Date_________________________
Comments__________________________________________________________________________
Please forward this form to HR upon completion.
Education Reimbursement Program
Request for Payment
Degreed Programs
Revised 5/8/18
Please complete and submit within 30 days of course completion.
Name: _____________________________ Department/Division: __________________________
Employee Number: ___________________ Phone Number: _______________________________
University/College: ____________________________________________________________________
Course Name(s): ______________________________________________________________________
Cost Breakdown
Tuition
Required Registration Fees
Books
$
$
$
I have successfully attained a grade of “C” or better and attached original receipts (or proof of a federal
loan) for tuition, fees, and books in accordance with the Education Reimbursement Policy.
Employee Signature____________________________________ Date___________________________
Supervisor Signature____________________________________ Date___________________________
Note: The Department Head signature is not required. Please forward this form to HR upon completion.
For HR and Payroll Use Only
Account Summary Distribution
GL Key
Object
JL Key
Object
W/O No:
Amount
Education Reimbursement Program Coordinator
Human Resources Director/Designee Approval
Signature_____________________Date________
Signature_____________________Date_________
Authorization for Payment
Authorization for Payment
Accounting Designee
Finance Director/Designee
Signature______________________Date_______
Signature_____________________Date_________
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Completed 4 August 2020

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