Career Development

Education Reimbursement Program

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PURPOSE

The Foundation’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 approved work-related classes or accredited courses leading to an undergraduate or graduate degree that supports the mission of the Foundation. The Foundation 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.

POLICY

Educational fee reimbursements, based upon availability of funds, will be made accessible to all Regular, full-time (defined as working a scheduled 40-hour week) 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. Employees paid through an agency, contract or grant that have met the employment prerequisites are subject to approval and availability of funds by their Project Director and approval by the Director, Human Resources (designee) of the Foundation. To maintain eligibility, employees must remain on active payroll (regular full time) and be performing their job satisfactorily throughout the completion of each course.

This program provides partial fee reimbursement to employees who take courses at any accredited institution of higher education. Upon demonstration of successful completion of courses taken, the individual project or agency will reimburse the employee’s semester/quarter tuition costs or fees up to the equivalent Cal State University San Marcos mandatory fees for zero to six units per semester. This reimbursement is contingent upon available funds at the time of payment.

GENERAL PROVISIONS

1. Work-Related Courses are those that directly improve skills or enhance knowledge of duties performed in an employee’s current position. An employee may also take courses to acquire new skills needed to perform newly assigned duties and responsibilities. Enrollment in work-related courses may be voluntary or at the direction of the employee’s supervisor or manager.

2. 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 the Foundation. While education is expected to enhance employee’s performance and professional abilities, the Foundation cannot guarantee that participation in formal education will entitle the employee to continued fee reimbursement, automatic advancement, a different job assignment, or pay increases.

3. Reimbursement of up to three quarters or two semesters per calendar year for grade “C” 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 “C”.

4. Eligible expenses for educational reimbursement are tuition and enrollment fees. Transportation expense, parking fees, books, lab fees and other related expenses are NOT covered.

5. 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 work schedule.

6. The Foundation invests in higher education fee reimbursement with the expectation that the investment be returned through enhanced job performance. However, if an employee voluntarily separates from the Foundation’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 the Foundation if necessary. If you voluntarily leave prior to completion of an approved course, you will not be reimbursed for the course.

PROCEDURE

1. Application forms are available on the Foundation’s website or can be obtained from the Foundation Human Resources office. The application procedure is as follows:

   • Employee submits an Application for Education Reimbursement to his/her project director prior to taking the course. Along with the Application, include information justifying the course’s or class’s support of position. The employee’s project director, 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 the application.

   • Forward the Application to the Foundation Human Resources Office.

   • Once the application process is complete, Human Resources will return a copy of the approved/denied Application to the Employee.

2. Within 30 days of receiving the grade for the course, the employee must submit to Human Resources a Check Request 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).

3. 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. The Foundation will only reimburse for fees at Cal State University San Marcos or fees incurred at other institutions not to exceed the equivalent Cal State University San Marcos mandatory fees for zero to six units per semester.

February 2003