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Home My WebLink AboutOCSD 01-18 (REPEALED)RESOLUTION NO.OCSD 01-18 AMENDING RESOLUTION NO.OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT AMENDING THE HUMAN RESOURCES POLICIES AND PROCEDURES ************************ The Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE,DETERMINE AND ORDER: Section 1 That Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D90.00,Tuition Reimbursement Program,set forth in Attachment No.1, attached hereto and incorporated herein by reference. Section 2 That all other terms and conditions of Resolution No.OCSD 98-33,as previously recommended,shall remain in full force and effect. Section 3 That all future amendments to Resolution No.OCSD 98-33 be made by Resolution. PASSED AND ADOPTED at a regular meeting held October 24,2001. ATTEST: ,M~ Board S~retary d G:\wp.dta\admin\BS\Resolutions\2001\O1 -1 8.doc REPEALED BY OCSD 15-18 Orange County Sanitation District ~ Policy Number:D90.00 Effective Date:May 24,2000 I~ s4~QP~ii Subject:TUITION REIMBURSEMENT PROGRAM Supersedes:October 22,1997 ~1 ~y~~2CQQ Approved by:Lisa L.Tomko 1.0 PURPOSE This program is designed to encourage self-development of District employees by providing qualifying employees with tuition reimbursement for job-related educational courses at accredited colleges,universities,or other institutions approved by the Human Resources and Employee Development (HR &ED)Division,provided that such courses are primarily for the purpose of: •increasing capabilities in the employee’s present position within the District •preparing for positions to which the employee could be reasonably expected to advance within the District •updating professional and/or technical capabilities that are pertinent and beneficial to the District 2.0 ORGANIZATIONAL UNITS AFFECTED This policy applies to all District employees who have completed their initial probationary period of employment and work more than 19 hours per week.This policy does not apply to temporary employees. 3.0 DEFINITIONS 3.1 Qualifying Employees:All District employees who have completed their initial probationary period of employment and work more than 19 hours per week. 3.2 Tuition Reimbursement:a program in which qualifying employees who successfully complete District-approved courses,on their own time at accredited colleges,universities or other institutions approved by the HR &ED Division, within the guidelines of this policy,can be reimbursed for eligible expenses incurred. 4.0 POLICY 4.1 The District will reimburse employees who successfully complete educational courses that serve the mission and goals of the District at the sole determination of the District in compliance with this policy based upon the number of hours worked per week as follows. HOURS OF WORK PER WEEK PERCENT OF REIMBURSEMENT 0—19 NOT ELIGIBLE—0% 20—29 50% 30—39 75% 40 100% Page 1 of4 5.0 REQUIREMENTS 5.1 Employees can be reimbursed for the following: 5.1.1 Specific,job-related Associate ~Baccalaureate,and Graduate degree program-courses. 5.1.2 Specific,job-related courses through accredited colleges or universities. 5.1 .3 Specific,job-related courses offered through an institution of study approved by the HR &ED Division. 5.1.3.1 The Division Manager is responsible for determining whether or not the course is “job-related.” 5.2 ~Reque~ts for reimbursement of courses above Bachelor’s degree level requir~ ‘special approval by the Department Head,Human Resources and the General Manager.Such requests will be subject to a more extensive process,includin~ an analysis to determine the value to the District of the proposed courses oj~ ~legeprogf~~ 5.3 When an employee successfully completes a course with a grade of “C”or better and within the guidelines of this policy,the District will reimburse the employee for eligible expenses incurred,based on the number of hours worked per week,not to exceed $5,250 per calendar year. 5.4 ~pproved reimbursements above Bachelor’s degree level will be report~~ taxable ~ Examples of eligible and ineligible expenses are: Eligible Expenses •Tuition •Registration fees •Laboratory fees •Parking fees •Health fees •Application fees •Required textbooks and materials per the course syllabus •Supplies required per the course syllabus not to exceed $100.00 per course Ineligible Expenses •Travel •Optional student fees •Doctoral dissertation fees •Masters thesis fees •Supplemental textbook costs •Supplies and materials used for the course and retained by the employee after course completion (i.e.,paper, pencils,notebooks,diskettes, etc.) •Graduation or diploma fees 6.1 To participate in the Tuition Reimbursement Program,employees must submit a completed Tuition Reimbursement Application (attachment A)and a copy of the course description which includes the course cost,course start/end date,and number of units for each course to the HR &ED Division NO LATER THAN one day prior to the course start date •Tuition Reimbursement Applications received in the HR &ED Division on or after the course start date will not be approved. 6.0 PROCEDURE Page 2 of4 6.1.1 The HR &ED Director (or designee)will sign completed applications.A copy of the approved application will be mailed interoffice to the employee to be re-submitted upon course completion. 6.1 .2 Incomplete applications wilt be returned to the employee with explanation(s)attached. 6.2 Upon course completion,the employee must complete and submit a Request for Tuition Reimbursement (attachment B)along with (1)an official record of the final grade,(2)itemized receipts for eligible expenses,(3)a copy of the course syllabus (if requesting reimbursement for required textbooks,materials and/or supplies)and (4)a copy of the original approved Tuition Reimbursement Application for each course to the HR &ED Division within 60 calendar days following the course end date. Requests for Tuition Reimbursement received in the HR &ED Division more than 60 days after the course end date will not be approved. 6.2.1 The HR &ED Manager (or designee)will sign completed requests. Copies of the approved request will be mailed interoffice to the employee and submitted to the Accounting Division for reimbursement. 6.2.2 Incomplete requests will be returned to the employee with explanation(s) attached. 7.0 EXCEPTIONS 7.1 If an employee terminates employment or gives notice of termination prior to the completion of a course,no reimbursement will be made. 7.2 This policy does not apply to temporary employees. 7.3 Reimbursement may be authorized whenever the employee’s manager and HR &ED Manager (or designee)determine that there is substantial benefit to be derived by the District when an employee takes a course that does not meet the requirements of this policy. 8.0 PROVISIONS AND CONDITIONS 8.1 Tuition Reimbursement Applications received in the HR &ED Division on or after the course start date will not be approved. 8.2 Requests for Tuition Reimbursement received in the HR &ED Division more than 60 days after the course end date will not be approved. 83 All funds received b~,ianemp~yee und~r this piograrn ~thinatwel~e montH period prior to the date of voluntary term inatlpn of employment wTh the Distnct ~J.Lb~.L~paid byth~e~p~yee~ ——-.~-.~—...—-..-.—~-——..-.-__ Should an employee voluntarily terminate employment with the District 1-12 months after receiving rembursement,he/she agrees torepay the District 100% of the funds received through this program within the twelve-month period prior td led?te °~/Y1~A!~Y~1PQ ~ ——..--—--.~----.-..- 8.5 _Should an employee voluntarily terminate employment with the District 13-241 months after receiving reimbursement,he/she agrees to.repay the District 66%o~ alt funds received through th.is program ~ the date of his/her voluntary term mat on.1 Page 3 of4 District 25-3S~ h~ft~e~?è~ei~in~reihb ~D1~trict 33°i~ aIl~fuñds~~~e~1~itI~the ~jio?~th_p~j ~ 8.7 Reimbursement will be at the discretion of the District provided the employee meets the criteria specified in this policy. 9.0 RELATED DOCUMENTS 9.1 Fair Labor Standards Act,as amended. 9.2 Sections 127 and 132-J8 of the Internal Revenue Code. 9.3 Tuition Reimbursement Pre-App~a~Application (attachment A) 9.4 Request for Tuition Reimbursement (attachment B) Page 4 of 4