Instructions for Reimbursement of Approved Job Related Course(s)
Congratulations on completion of your Job Related Course! Below are some instructions to assist you in
getting your reimbursement in a timely manner.
T You must have actually paid for your tuition prior to reimbursement.
T Make sure the Warren County Tuition Reimbursement Voucher is completely filled out and
signed. The ‘Course/Book Titles’ column should be a title or description of the course, fees, or
books that you have paid for. The ‘Total Costs’ column is the total amount of the
tuition/fees/books charged by the college or bookstore. The ‘Financial Aid/Scholarships’ column
should include all monies given to you that you are not required to pay back. The difference
between ‘Total Costs’ and ‘Financial/Aid Scholarships’ is the ‘Total Out of Pocket Cost to
Employee’. The amount you will be reimbursed should be listed in the ‘50% reimbursement’
column. If you are filling out this form online the formulas should do the computations for you.
T You must provide a copy of your final grade(s) for th
e course(s) showing a grade of ‘C’ or better.
T You must provide a statement from the college showing the total cost for your tuition, fees, and
books as well as all payments applied to your account. Invoices or billing statements that do not
show payments are not acceptable. Books may be purchased from outside sources, but an
itemized receipt showing the title and cost of the book must be submitted.
T Any ‘free money’ should be listed in the ‘Financial Aid/Scholarships’ column. ‘Free money’ is
anything that you do not have to pay back. This figure does NOT include student loans or credit
T Reimbursable fees are only those fees that are showing on your receipt as paid to the college.
Personal internet fees, mileage, etc are NOT considered reimbursable fees.
T Keep in mind that the amount on the resolution is a ‘Not to Exceed’ amount. That means that
you may not necessarily qualify for a reimbursement of that total. Also, if your qualifying
amount is greater than the NTE amount you will not be paid more than the NTE amount unless
your department head gets a new resolution.
ORM REVISED 2/2/2018