Tuition Reimbursement Program - Union and ... - City of Pittsburgh

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no further approval will be given to employees who enroll in courses during theyear. If the funds allocated to the department for any given year are insufficientto pay for all requests for reimbursement, then the Department Director shalldetermine which requests to approve.H. Employees who transfer to another City department after they have receivedapproval of a Pre-Approval Request, must seek approval for reimbursement forthat course from their new City Department Director.I. An employee who resigns or is terminated from employment for reasonsconsidered to be just cause prior to completion of a pre-approved course, will notbe eligible for reimbursement. An employee who is terminated by the City forreasons not considered just cause (e.g.: lay-off, economy reduction, abolition ofposition, etc.) prior to completion of pre-approved course will be eligible forreimbursement provided all other criteria for eligibility are met.PRE-APPROVAL PROCEDURESA. Employee’s Request – Part 1 of Pre-Approval Request Form A1) A Pre-Approval Request Form A must be completed for eachproposed course. The form must be typed and submitted to the employee’sDepartment Director at least ten (10) work days (holidays are excluded) priorto the date the course starts.2) If, because of extenuating circumstances, the employee cannot submit thePre-Approval Request Form A and supporting documentation to his/herDepartment Director at least ten (10) work days prior to the date the coursestarts, the employee must attach a memo to the Director of the Department ofPersonnel and Civil Service Commission stating the extenuatingcircumstances of why the deadline could not be met. These circumstanceswill be reviewed on a case by case basis.3) The employee must attach to the Pre-Approved Form A, a copy of theinstitution’s formal description of the proposed course and confirmation fromthe institution of the tuition and lab fee costs associated with the courseincluding source(s) and amount(s) of any grants, scholarships, etc.4) Eligible employees are SOLELY responsible for providing supportingdocuments for each proposed course to the satisfaction of his/herDepartment Director and the Director of Personnel and Civil ServiceCommission to receive consideration under the City’s Tuition ReimbursementProgram. Failure to do so within the time frame specified in this procedureshall result in disapproval of the employee’s request.B. Department Director Action – Part II of Pre-Approval Request Form A1) Upon receipt of the Pre-Approval Request Form A with Part Icompleted, the Department Director will review the request to verify that therequest has been submitted in a timely basis and that all required informationand supporting documents are complete and accurate. Any modifications,changes, corrections, etc., made to Part I of the form must be initialed anddated by the Department Director or his/her designee.2) The Department Director or Bureau Chief will review the request to determineif the employee meets the qualifications for consideration under the TuitionReimbursement Program (see Eligibility and Section I: General Guidelines A.,C., D., and G.) by completing questions 1 through 6.3) The Department Director or Bureau Chief will complete 6a. in Part IIdescribing how the course is job related. The Director will also complete PartII of the Pre-Approval Request Form A and all accompanying documents to- 22 -Tuition Reimbursement Program - Union and Non-Union Employees 2012.doc
the Director of the Department of Personnel & Civil Service Commission forreview and approval or disapproval of the proposed course and sign the form.If disapproval is recommended the Director must state his/her reasons forrecommending disapproval.4) The Department Director must submit the completed Pre-Approval RequestForm A and all accompanying documents to the Director of the Departmentof Personnel & Civil Service Commission for review and approval/disapprovalat least five (5) work days prior to the date the course starts.C. Director of the Department of Personnel & Civil Service CommissionAction – Part III of Pre-Approval Request Form A1) The Director of the Department of Personnel & Civil Service Commission willreview the Pre-Approval Request Form A, all accompanying materials, andthe recommendation from the Department Director to ensure compliance withprogram requirements.2) The Director of the Department of Personnel & Civil Service Commission willcomplete Part III of the Pre-Approval Request Form A indicatingapproval/disapproval of the request and stating the reason(s) for approval ordisapproval. All decisions of the Director of Personnel & Civil ServiceCommission shall be final.3) The yellow copy of the completed Pre-Approval Request Form A will bereturned to the originating department and must be maintained on file. Thepink copy will be returned to the employee.REIMBURSEMENT PROCEDURESA. Employee’s Request – Part 1 of Pre-Approval Request Form A1) The employee is responsible for initiating the reimbursement requestprocess. A Reimbursement Request Form must be completed for each preapprovedcourse. The form must be typed and submitted to the DepartmentDirector no later than thirty (30) days after completion of the course.2) The employee must attach to the Reimbursement Request Form a copy ofthe paid invoice, receipt or canceled check showing that the employee haspaid for the course. If the institution the employee is attending has a policythat students participating in employer tuition reimbursement programs neednot pay the full tuition until after they receive reimbursement, verification ofthis policy must also be submitted.B. Department Director Action – Part II of the Reimbursement Request Form1) Upon receipt of the Reimbursement Request Form with Part I completed, theDepartment Director or his/her designated representative will accurately notethe date received and the initials of the person receiving the form. TheDepartment will hold the form until receipt of the official transcript.2) Upon receipt of the official transcript, the Department Director will review therequest to determine if the employee meets the qualifications forreimbursement (see General Guidelines B., G., and I.). The Director willcomplete Part II of the Reimbursement Request Form recommendingapproval or disapproval of the request and sign the form. If disapproval isrecommended, the Director must state his/her reason(s) for recommendingdisapproval.3) The Department Director will submit the Reimbursement Request Form, andthe official transcript and documentation that the employee has paid for thecourse to the Director of the Department of Personnel & Civil ServiceCommission for review and approval/disapproval.- 23 -Tuition Reimbursement Program - Union and Non-Union Employees 2012.doc
Page 1 and 2: City of PittsburghOperating Policie
Page 3 and 4: apprenticeship coursework or a “B
Page 5 and 6: and/or degree, certificate or licen
Page 7 and 8: SECTION 2: AFSCME Local 2719. AFSCM
Page 9 and 10: Department of Personnel and Civil S
Page 11 and 12: 5. If the reimbursement request is
Page 13 and 14: completion of a pre-approved course
Page 15 and 16: not pay the full tuition until afte
Page 17 and 18: fees only. Fees for registration, s
Page 19 and 20: efore forwarding them to the Direct
Page 21: SECTION 5: PITTSBURGH RECREATION TE

Tuition Reimbursement Program - Union and ... - City of Pittsburgh

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