CSUSM Corporation Career Development
Education Reimbursement Program
Application for Education Reimbursement
CSUSM Corporation's Career Development Education Reimbursement Program assists employees
who aspire to higher levels of skills and professional competencies. Educational reimbursement
may be used for successful completion of accredited courses leading to an undergraduate
or graduate degree that supports the mission of CSUSM Corporation. The CSUSM Corporation
Executive Director (or designee) has the sole discretion to determine whether a course
relates to an employee’s current position and whether that course meets the guidelines
of the Career Development Education Reimbursement Program.
Education reimbursements for career development may or may not be taxable depending
upon current IRS regulations. Please consult with a tax advisor or the IRS publications
for further information.
Educational fee reimbursements, based upon availability of funds, will be made accessible
to all Regular employees who have completed at least one year of service. Eligible
employees are required to submit for approval an Application for Education Reimbursement prior to enrollment. To maintain eligibility, employees must remain on active payroll
(regular employment) and be performing their job satisfactorily throughout the completion
of each course.
This program provides support to employees who take courses at any accredited institution
of higher education. Upon demonstration of successful completion of courses taken, CSUSM
Corporation will reimburse the employee's semester/quarter tuition costs or fees up
to $3,200.00 per calendar year (prorated for all Regular employees not working full
time or less than 40 hours per week).
- Career Development Courses are those required towards a Degree Program. Majors should
be selected that directly relate to the duties and responsibilities of a position
within CSUSM Corporation. While education is expected to enhance employee’s performance
and professional abilities, CSUSM Corporation cannot guarantee that participation
in formal education will entitle the employee to continued support, automatic advancement,
a different job assignment, and/or pay increases.
- Reimbursement of up to $3,200.00 per calendar year for grade "B" or better may be
approved. Upon successful completion of the course the employee will receive allotted
reimbursement. No reimbursement is available for a grade lower than “B”.
- Eligible expenses for educational reimbursement are tuition and enrollment fees. Transportation
expense, parking fees, books, lab fees and other related expenses are NOT covered.
- Employees should be encouraged to take classes on their own time. However, for courses
taken for fee reimbursement at Cal State University San Marcos, employees may request
approval to attend a maximum of one class per semester during their regular work hours,
provided such attendance does not interrupt or interfere with the operations of the
employee’s department. Classes taken at other institutions must be on the employee’s
own time. If a course is offered only during an employee’s normal work hours, the
employee must obtain prior written approval from his/her supervisor to alter his/her
- CSUSM Corporation invests in higher education with the expectation that the investment
be returned through enhanced job performance. However, if an employee voluntarily
separates from CSUSM Corporation's employment within six months of course completion,
the employee may be required to repay the entire amount, at the discretion of the
Executive Director. As a condition of accepting educational fee reimbursement, you
must agree in writing to repay CSUSM Corporation if necessary. If you voluntarily
leave prior to completion of an approved course, you will not be reimbursed for the
- Application forms are available on CSUSM Corporation's website or can be obtained
from the CSUSM Corporation Human Resources office. The application procedure is as
- Employee submits an Application for Education Reimbursement to his/her supervisor
prior to taking the course. Along with the Application, include information justifying
the course’s or class’s support of position. The employee’s supervisor, in consultation
with Human Resources, shall make the determination of the degree to which the course
relates to the job and make the appropriate recommendations. If there is a time off
requested for one class, this must be approved by the project director prior to submitting
- Forward the Application to the CSUSM Corporation Human Resources Office.
- Once the application process is complete, Human Resources will return a copy of the
approved/denied Application to the Employee.
- Within 30 days of receiving the grade for the course, the employee must submit to
Human Resources a Direct Pay Form with attached proof of payment (an enrollment form showing fees paid, invoice from
educational institution, copy of cancelled check or other proof of payment) and the
original grade card (and/or other proof of attendance).
- Upon receipt of grade and proof of payment, Human Resources will process the Application
for Education Reimbursement and forward it to Accounts Payable for payment. CSUSM
Corporation will only reimburse for fees at Cal State University San Marcos or fees
incurred at other institutions not to exceed $3,200 per calendar year (prorated for
Regular employees not working full time or less than 40 hours per week).
Revised July 2016