Effective Date: 4/1/81
Revised: 06/99
Purpose
The purpose of the Educational Assistance Policy is to encourage self-improvement among employees and to benefit the Town through approved, semester-based, graded courses in accredited educational institutions of recognized standing. Educational Assistance requires prior authorization of the Town Manager, and is subject to budgetary limitations and a general eligibility limit of not more than one course per semester, and not more than two courses per year per employee.
Eligibility
All full-time permanent employees, and part-time permanent employees working at least 25 hours/week, who are in good standing and have been in continuous employment with the Town for at least one year and are not covered by a collective bargaining agreement, are eligible for educational assistance. The Town Manager may, at his/her discretion, require a contractual commitment prior to approving the refund. It is expected that an employee will not terminate his/her employment with the Town for at least two months following the Town Manager’s approval of reimbursement. An employee acknowledgment form (Appendix A) shall be signed prior to any refund approval.
Course Requirements
The course(s) must be in an institution of higher learning or sponsored by a professional association approved by the Department Head and Town Manager, and must be related to either the employee's present job or be such as to support his/her future growth and professional development as an employee of the Town. The Department Head and Town Manager will approve only the maximum number of credit hours or units that he/she feels the employee can carry without detriment to his/her job performance.
Performance Requirements
Assistance will be granted only when the employee has successfully completed the specified course(s) with a minimum grade of B- (or numerical equivalent) for a graduate/professional degree course and a minimum grade of C (or numerical equivalent) for a high school, undergraduate or continuing education course.
Amount of Reimbursement
Upon presentation of receipted bills and passing grade report, the Town will reimburse for tuition; registration, laboratory, and other appropriate fees, and textbooks. Transportation costs will be borne by the employee. The amount of the reimbursement shall be agreed, in writing, in advance and be at the discretion of the Town Manager and subject to budgetary limitations. Again, an individual will not ordinarily be eligible for reimbursement for more than one course per semester, and not more than two courses per year. The Town Manager may grant release time from normal working hours, as (s)he deems appropriate.
Taxable Status
Since this policy's initial implementation in 1981, the taxable status of educational reimbursements has been subject to legislative instability at the Federal level. Therefore, rather than identify the current taxable status of educational reimbursement in this policy, department heads are to clarify employees queries as they arise via communication with the Town Finance Department.
Method of Payment
As mentioned in the preceding section, the taxable status of educational reimbursements may frequently be subject to change. Therefore each department anticipating an educational reimbursement should confirm with the Finance Department, as needed, that the current legal method of reimbursement is applied.
Approval
Prior to payment, the department head must submit the completed employee acknowledgment form, for the approval of the Town Manager (or his/her designee), documenting the amount of assistance to be paid and certifying that all other conditions of this APP have been met. A signed copy of the acknowledgment form signifying the Town Manager's approval will be returned to the Department Head. A copy will be attached to the payroll submission and a copy will be placed in the employee's personnel file.
Distribution: All Department Heads
APP #29
Town of Concord
Educational Assistance Policy
Appendix A
Employee Acknowledgment
To be signed by employee prior to approval for reimbursement:
I have read APP #29 in its entirety. I understand the terms and conditions for Educational Assistance delineated in the policy, and I agree to abide by those terms and conditions in their entirety. Particularly, but not exclusively, I agree that I must meet each requirement relating to eligibility, course content, performance, reimbursement procedures, and course approval procedures. I understand that if I do not meet each of the requirements as specified, reimbursement will not be available and any prior approval will be rescinded.
__________________________________
(Employee Signature)
_____________________________
(Date)
Department Head Acknowledgment
I certify that funds in the amount of ________________ are available, and I approve of this course reimbursement subject to the terms of APP #29.
__________________________________
(Department Head Signature)
_____________________________
(Date)
Town Manager Approval
After completion of all terms of APP #29, form submitted by Department Head to Town Manager for approval of payment on (date): ____________.
___________________________________
(Town Manager Approval)
_____________________________
(date)
Copy to payroll submission
Copy to employee’s personnel file
| 
