CITY OF LODI

                            ADMINISTRATIVE POLICY AND PROCEDURE MANUAL

 

 

 

 

 

SUBJECT:                                           :           TUITION REIMBURSEMENT - Procedure

 

DATE ISSUED:                                   :           May 1, 1995

 

SECTION:                                           :           T

 

 

 

SECTION 1:                                        PURPOSE

 

                                                            The purpose of this procedure is to provide guidance in implementing the City of Lodi's Tuition Reimbursement policy.

 

 

SECTION 2:                                        APPLICATION PROCEDURE

 

                                                            Prior to enrollment in a course, the employee shall submit an application for participation in this program to his/her Department Head.

 

                                                            The Department Head shall review the application and determine eligibility according to the Tuition Reimbursement policy and the appropriate memorandum of understanding.  If the application is denied, a letter shall be sent by the Department Head to the employee explaining why it has been disapproved.  If the application is approved, the Department Head shall sign the application and return it to the employee, who shall be responsible to retain it until the course is completed.

 

                                                            Upon completion of the course of instruction, the employee shall submit to the Department Head evidence of satisfactory completion (grade of "C" or equivalent or better).  For ungraded courses, a statement from the school or the instructor must indicate successful completion of the course.  This shall be accomplished within 30 calendar days of the completion of the course.  In the event that such cannot be furnished within this time period, the employee shall provide a written statement explaining the reason for the delay.

 

                                                            The Department Head shall then authorize payment of the appropriate reimbursement.

 

                                                            The completed application, receipts, and evidence of grade shall be forwarded to the Finance Department and a reimbursement check shall be issued to the employee. 

 

 

SECTION 3:                                        CONDITIONS

 

                                                            Participation in courses must not be during regular work hours and must not result in reducing either the normal work week of the employee or the quality and quantity of his/her services to the City; except that the City may grant time off for attendance at training courses during working hours if the course is given at no other times and if such time off does not disturb normal City operations.  The best interests of the City shall at all times be the determining factor in the consideration of such time off.

 

                                                            Employees must complete courses within the regulation period of time allowed for them by the school or professional organization.

 

                                                            Participation in this program is to be considered a privilege rather than a right of the employee.

 

                                                            The City reserves the right to disapprove reimbursement for courses if the course requested is available at a substantially lower cost at a local school or college.