Application for Reimbursement of Educational Expenses

1. Application for Reimbursement of Educational Expenses Commonly called the Tuition Reimbursement Form

2. Things to remember: • Tuition reimbursement is covered by both the CBA and the Employee Handbook. Refer to both. • Only full-time employees with more than 1 year can apply. • There are limits to the number of credit hours and course costs that can be reimbursed. • A properly completed form with all required documentation must be signed and approved by the Fire Chief before the start of the course. This is his policy. Do not go by the wording on the form or handbook regarding when to submit.

3. Process • Complete the form, attach course description, syllabus, seminar flyer or other documentation. • Have your supervisor review and sign it. • Submit to Caren Wheeler at Headquarters • The Safety and Training Bureau Chief will review and initial. It will then be submitted to Fire Chief for review and signature. • Administration will forward to the Organization and Employee Development (OED) office for review. They will notify Headquarters of the status (approved or not) and hold the request for proof of the final grade and receipt(s) of payment. • Administration will notify the employee. • Employee completes the class, then submits the remaining documents to Caren Wheeler at Headquarters: • Original receipt(s), Final grade and/or certificate • Headquarters will submit all documentation to OED & auditing for payment approval. • If approved by auditing, payment will be issued via the employees paycheck.

4. Filling out the form County ID# Your official rank (firefighter, not firefighter/EMT, etc) Always use “Fire Rescue Division” Leave blank or use ID#. DO NOT USE SS#

5. Very important! Do not comment on how this course will prepare you for promotion. State how it will help you in your current position perform your current job.

6. If seminar, name of organization Most fire courses are. “No” should rarely be used Do not forget this step! It will be rejected without it and you may miss your deadline. Use seminar flyer or course announcement if other documentation is not available.

7. Graduate: (rarely used, if ever) Masters and Doctorate courses • Undergraduate: College courses for Bachelor’s or Associate degrees • Certificate: Most fire (FFP) courses and other courses that result in a certificate would go here. • Other (explain) Seminars and other non-certificate, non-degree courses, training, etc. Include cost of tuition, books, supply fee and any other required materials (within reason) Be sure these costs are reflected in your course description, syllabus, seminar flyer, etc. Very important!!! MUST be after the request has been approved by the fire chief. Submit early for best results.

8. YOUR immediate supervisor, or their supervisor if not available. Dated well before the start of the course.

9. Don’t forget to sign and date the form. (common mistake)