Tuition Reimbursement Procedure

Purpose statement

This procedure outlines the approval and application process for reimbursement of tuition and textbook fees for job-related and corporate-related courses leading to the acquisition of an academic undergraduate degree, diploma, or certificate from an accredited educational institution. 

Scope

This procedure applies to all full-time permanent employees who meet the eligibility criteria noted below.

All funds come from departmental budgets. 

This procedure excludes conferences, seminars, and training-related expenses. Refer to the Conference, Seminar and Training Expense Procedure.

Procedure

Eligibility criteria

1. Completion of probationary period;
2. Satisfactory performance and attendance as determined by management.

Conditions for tuition reimbursement

1. The course must be related to an employee’s present role or to the employee’s career plan within the town.
2. All educational courses should be documented in the employee’s learning plan.
3. Performance and attendance will be considered in application approval.
4. The employee’s supervisor will determine if a course is job-related or corporate-related.
5. Tuition fees and textbooks will be reimbursed at the rate of:
   • 100% for job-related courses
   • 50% for corporate-related courses
6. Non-eligible expenses include:
   • Travel to and from the institution
   • Parking
   • Meal expenses
   • Costs incurred for the completion of coursework and/or assignments (e.g. additional travel, materials and supplies).
7. Employees are expected to pay the tuition to the institution (Town of Oakville PCOS cards are not be used). Employees must achieve a grade of at least 60% to be eligible for reimbursement.
8. An employee who does not complete the course, or who does not meet the grade requirement, will not be eligible for reimbursement.
9. The resignation or discharge of an employee terminates eligibility for tuition reimbursement.
10. An employee, who is terminated with just cause or voluntarily leaves the employ of the town within 12 months of completing the course(s), will be responsible for repaying to the town the reimbursed amount of the course(s) and textbooks.
11. Courses must be taken on the employee’s own time and should not interfere with regular job duties.
12. Approval is granted on a course-by-course basis. The town will not commit to funding a degree, diploma or certificate in its entirety.
13. An employee is limited to three courses annually subject to budget availability, course cost(s), exigencies of services, and Director’s approval.

Application and approval process for corporate and job-related courses

1. Employees are required to complete a Tuition Reimbursement Application form, available on Portico. 
2. All applications require approval from the employee’s supervisor, up to and including the employee’s Director. Approval must be obtained prior to registration and before the course start date.  
3. Once an employee’s request has been approved by their Director, the employee can register for the course.
4. Employees are to pay the educational institution and to be reimbursed as per the procedure outlined below.  

Reimbursement procedure

Within 60 days of course completion, an employee must, submit to Payroll using the employee reimbursement form:

1. Proof of successful completion, including proof of a grade of 60% or higher
2. Tuition receipt(s) showing the name of the institution and the course taken
3. Receipts for textbooks

Definitions

Job-related courses: Courses or training designed to develop skills, knowledge and effectiveness in employee’s current position with the Town of Oakville.

Corporate-related courses: Courses or training designed to develop skills related to the employee’s future goals with the Town of Oakville. Courses under consideration will include those that benefit functions overseen by the town.

Responsibilities

Employee

• Obtain necessary approval for tuition reimbursement prior to registering for the course.
• Adhere to the principles and requirements outlined in this procedure and policy.

Supervisor

• Determine if a course is job-related or corporate-related. 
• Approve or deny employee’s tuition reimbursement application based on the established criteria.
• Confirm course completion documentation matches what was previously approved. 
• Ensure that all courses are documented in the employee’s learning plan.

Director

• Approve employee’s application for tuition reimbursement based on the established criteria.

Payroll

• Process the approved reimbursement request.