Associate Staff Educational Reimbursement Program
EDUCATIONAL REIMBURSEMENT PROCEDURES
Section 1. General
This procedure establishes an Educational Expense Reimbursement program for
eligible employees of the West Virginia Department of Education.
Section 2. Purpose
2.1. The intent of this procedure is to support educational efforts that will
contribute to the Department of Education's future success and the professional growth
of its associate employees. The Department shall reimburse full-time associate
employees for their educational expenses subject to the terms and conditions of this
procedure. The funds shall be expended in a fair and equitable manner consistent with
the mission of the Department of Education and its present and future staffing needs.
Section 3. Stipulations and Restrictions
3.1. An eligible employee is one who is employed full-time as associate staff
for the Department of Education, Cedar Lakes Conference Center, or Institutional
Education Programs and is paid on an associate staff salary schedule.
3.2.
and Blind.
This procedure does not apply to employees of the School for the Deaf
3.3. An eligible employee shall receive educational assistance only for
approved courses of study that are job related (courses of study that enhance and/or
expand the knowledge and/or skills necessary to perform the employee’s current job)
and lead to the completion of a program in college, university, technical, business, high
schools offering adult programs, trade school, or other educational institution approved
by the Department of Education.
3.4. Reimbursement shall not include workshops, seminars or training that
does not lead to the completion of a program.
3.5. The Department of Education shall authorize office Executive Directors to
adjust work schedules to permit employees to pursue educational endeavors. Classes
should be taken during non-work hours. However, if an employee must take a requisite
class offered only during work hours, the employee shall meet with his/her
Supervisor/Executive Director to agree upon adjusted/flex hours or approval of annual
leave.
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Associate Staff Educational Reimbursement Program
Section 3. Stipulations and Restrictions (Continued)
3.6.
Class-related work is prohibited during office hours.
3.7
Reimbursement is not available for graduate credit.
3.8. The provisions of this procedure do not apply to any courses, classes or
programs taken before July 1, 1998.
Section 4. Advanced Authorization
4.1. An Application for Advanced Authorization Form (Form 1) shall be
completed prior to the start of class(es) and shall be approved by the Office of Human
Resources, the employee's office Executive Director, the Executive Director of Internal
Operations, and the Deputy Superintendent or State Superintendent.
Section 5. Reimbursement
5.1. Expense reimbursement for eligible employees shall be based upon
available funds.
5.2. Funds to reimburse Department of Education associate staff shall be
provided by the Office of Internal Operations.
5.3. Funds to reimburse Institutional Education Programs eligible staff
employed outside the Capitol Complex shall be provided by the Office of Institutional
Education Programs.
5.4. Funds to reimburse Cedar Lakes Conference Center eligible staff shall be
provided by the Division of Technical and Adult Education Services.
5.5. Expense reimbursement is limited to tuition, mandatory registration,
activity fees, required testing fees (5.6 & 5.7) and textbooks (5.8).
5.6. Employees shall be reimbursed for the fees associated with one (1)
Scholastic Achievement Test (SAT) or one (1) American College Test (ACT).
5.7. Tests to earn college credits by examination offered by the College Level
Examination Program (CLEP) will be reimbursed upon successful completion.
5.8.
Textbooks shall be reimbursed at $100.00 maximum per class.
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Associate Staff Educational Reimbursement Program
Section 5. Reimbursement (Continued)
5.9. Reimbursement for tuition and mandatory fees at an out-of-state or private
institution of higher education shall not exceed the highest tuition and fees for
undergraduate courses at a West Virginia publicly supported institution of higher
education.
5.10. An employee may not seek reimbursement for expenses covered under
financial aid.
5.11. Reimbursement shall not exceed nine (9) credit hours per semester.
5.12. An employee shall receive at least a grade of "C" or its equivalent for
undergraduate courses or business or accredited trade courses to qualify for
reimbursement.
5.13. Expenses incurred for items such as calculators, computers, microscopes,
recorders, parking, licensing or accreditation fees, late registration penalties, etc., shall
not be reimbursed.
5.14. A Request for Expense Reimbursement Payment Form (Form 2), with
required signatures, shall be submitted to the Executive Director of Internal Operations
within 30 days following receipt of the final grade. A copy of the approved Application
for Advanced Authorization Form (Form 1); a copy of grade report or transcript and/or
certificate of completion; and a copy of receipt for tuition, fees, and/or textbooks shall be
attached.
Section 6. Disclaimer
6.1. The Department of Education, Cedar Lakes Conference Center or
Institutional Education Programs is not obligated to promote, transfer or in any way
advance an employee after he or she has successfully completed any courses of study
under this plan.
Section 7. Effective Date
7.1. This procedure is effective July 1, 1998 for Department of Education
employees; Cedar Lakes Conference Center and Institutional Education Program
employees are eligible beginning Summer Semester 2006; Revised March 13, 2006.
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Associate Staff Educational Reimbursement Program
Application for Advanced Authorization
EMPLOYEE NAME:
SOCIAL SECURITY #:
OFFICE:
JOB TITLE:
OFFICE ADDRESS:
OFFICE PHONE:
SCHOOL INSTITUTION (Name and Address):
□
FALL SEMESTER
□
SPRING SEMESTER
□
SUMMER 1 SEMESTER
□
SUMMER 2
st
nd
SEMESTER
DATE(S) OF ATTENDANCE:
TYPE OF DEGREE PROGRAM
TITLE OF DEGREE PROGRAM:
□
TITLE OF CLASSES:
□
TUITION (5.9)
$
□
REGISTRATION FEES (5.5)
$
□
SAT FEES (5.6)
$
□
ACTIVITY FEES (5.5)
$
□
ACT FEES (5.6)
$
□
TEXTBOOKS (5.8)
$
□
CLEP FEES (5.7)
$
□
AS
BA
OTHER: (Describe):
TOTAL AMOUNT REQUESTED
$
A. Have you applied for financial aid from any other source? (5.10)
□
YES
□
NO
B. Have you been approved for and/or received financial aid from any other source? (5.10)
□
YES
□
NO
C. If yes to A or B, describe in detail the source(s) and amount(s). Attach additional pages if necessary.
□
YES
□
NO
EMPLOYEE SIGNATURE:
□
BS
DATE:
1. Executive Director of Human Resources Signature
Date:
2. Applicant’s Office Executive Director/OIEP Superintendent Signature
Date:
3. Executive Director of Internal Operations Signature
Date:
This signature indicates the Executive Director of Human
Resources verifies the application submitted adheres to WV
Department of Education’s Associate Staff Educational
Reimbursement Program Procedures.
This signature indicates the applicant’s Executive Director agrees
to stipulations and restrictions for expense reimbursement as
noted in Section 3 of the Associate Staff Educational
Reimbursement Program Procedures.
This signature indicates that the Executive Director of Internal
Operations has verified that there is adequate funding to cover
the requested reimbursement amount.
4. Deputy Superintendent of Schools Signature
Date:
This signature indicates final approval of the Application for
Advanced Authorization.
Secure each signature and maintain approved Form 1 for later use. Section 5 – 5.14 requires that Form 1 be attached to the Request
for Educational Expense Reimbursement Form (Form 2).
Form 1
Revised 3/13/2006
Associate Staff Educational Reimbursement Program
Request For Educational Expense Reimbursement Payment
EMPLOYEE NAME:
SOCIAL SECURITY #:
OFFICE:
JOB TITLE:
OFFICE ADDRESS:
OFFICE PHONE:
SCHOOL INSTITUTION (Name and Address):
□
FALL SEMESTER
□
SPRING SEMESTER
□
SUMMER 1 SEMESTER
□
SUMMER 2
st
nd
SEMESTER
DATE(S) OF ATTENDANCE:
TYPE OF DEGREE PROGRAM
□
TITLE OF DEGREE
PROGRAM:
□
□
AS
□
BS
BA
OTHER: (Describe):
9 ACTIVITY FEES (5.5)
EXACT TITLE(S) OF COURSE(S)
WITH COURSE NUMBER(S)
TUITION
(5.9)
GRADE
REGISTRATION
FEES
(5.5)
9 SAT FEES (5.6)
TEXTBOOKS
(5.8)
TOTAL
AMOUNT
REQUESTED
9 ACT FEES (5.6)
9 CLEP FEES (5.7)
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
EMPLOYEE SIGNATURE:
DATE:
OFFICE EXECUTIVE DIRECTOR/OIEP SUPT.:
DATE:
EXECUTIVE DIRECTOR, INTERNAL OPERATIONS:
DATE:
DEPUTY SUPERINTENDENT:
DATE:
Send to:
Attach to this Form: (5.14)
WV Department of Education
Executive Director, Internal Operations
Building 6, Room B-204
1900 Kanawha Boulevard, East
Charleston, WV 25305-0330
Approved Application for Advanced Authorization Form (Form 1)
Copy of grade report or transcript and/or certificate of completion
Copy of receipt for tuition, fees, and/or textbooks
Form 2
Revised 3/13/2006