The guidelines that apply to this type of reimbursement are listed in GAPP 25 http://www.uwsa.edu/fadmin/gapp/gapp25.htm. It states that the reimbursement request documents must be completed and approved “prior to the beginning of the coursework.”
Requests for reimbursement for the cost of coursework or training are initiated by the employee through the appointing authority. A request for Authorization to Reimburse Employee's Fees/Tuition http://www.uwec.edu/hr/Forms/TuitonReimbursement.pdf must be completed and approved prior to the beginning of the coursework or training. Normally, coursework is taken on an employee's own time. If the employer determines that the needed coursework is available only during the employee's scheduled hours of service, a program of proportional compensatory time may be arranged, provided normal services of the employing unit are not disrupted or impaired. No more than one course, up to five credits, or a training equivalent in any academic term (e.g., a semester, summer session or an equivalent) should be reimbursed. Additional coursework may be authorized by the chancellor or designee.
The “Employee Instructional Fee Reimbursement Authorization” form should be completed by the employee for each semester/interim. In addition, each course they are taking should be submitted on a separate form. The employee is required to obtain the approval signature of their supervisor/chair, Dean/Director, and Vice Chancellor prior to starting the class(s).
Once all of the signatures have been obtained, the form should be forwarded to Barb Thom in the Registrar’s Office. Once your class has been completed, Barb will process the document for grade requirements and fees. Final signatures from the Registrar, payroll, the business office, and the controller are obtained. The form is sent lastly to Accounts Payable for its final processing where a check is issued to the employee if all of the above steps have been performed. If any of the above steps have been missed, Accounts Payable is responsible for returning the paperwork to the appropriate department for its required signature/approval.
If you do not follow the above guidelines, your tuition reimbursement claim may not be approved for payment.
Share this policy with other employees who are or may be considering taking classes in the future. If you have any questions, contact Vickie Gardner, Accounts Payable Mgr., 36-4528.
