TUITION/CONFERENCE FEE REIMBURSEMENT

Transcription

1 TUITION/CONFERENCE FEE REIMBURSEMENT Introduction: How to Use This Tool For companies that offer their employees educational leaves from work, many also offer reimbursement for tuition fees, conference entry fees, and any other associated costs. The company can dictate the amount of reimbursement and any conditions/restrictions. This policy offers a framework for defining a company s Tuition/Conference Fee Reimbursement Policy. Policy Title Policy Owner Policy Approver(s) Related Policies Related Procedures Storage Location Effective Date Next Review Date Tuition/Conference Fee Reimbursement Human Resources Insert title. List related policies. List related enterprise procedures. Describe physical or digital location of copies of this policy. List the date that this policy went into effect. List the date that this policy must undergo review and update.

2 Purpose [Company name] believes that the pursuit of further education, training and information gathering for job development by taking courses or attending relevant conferences is vital to the success of our employees and our company. To support our employees in this regard, [company name] will reimburse [full/partial] tuition fees and/or conference entrance fees (attendance subject to prior approval). This policy outlines the requirements and procedures for receiving reimbursement of tuition fees and/or conference fees. Scope This policy applies to all regular, [full-time employees/part-time employees] and full-time temporary employees working on a one year or longer contract of [company name]. State whether you have any other employment conditions, e.g. employees must be employed by the company for a minimum of one year. Definitions: Work related training and development: Training and development courses that provide information, skills and knowledge relevant to an employees current position in [Company name] or related to additional existing positions or future planned or potential positions identified by [Company name]. Relevant and/or approved courses: Courses offered/delivered through recognized and/or accredited public or private institutions (Canadian or other) and approved by a supervisor or HR. Courses may include academic, apprenticeship, professional or similarly identified courses and can further include n- class, virtual and correspondence courses.

3 General Policy [Company name] will financially assist employees who enroll in courses or attend conferences relevant to the employee s job development by reimbursing tuition fees and/or conference fees. Reimbursement is not guaranteed, and is subject to the guidelines below. Financial assistance to attend training or conferences are normally limited to a maximum allotment for each department and/or position and/or individual employee annually. Within each department s budget and/or within an individual employee contract this information should be supplied. Exceptions may be granted where it benefits the organization to do such. To request an exception an employee must submit in writing the reasons for the exception. Tuition Fees Any courses taken for the purposes of job development must be pre-approved by the company in order to qualify for fee reimbursement. Refer employees to your Education Leave Policy, if applicable, for information on whether time spent on course is paid or unpaid. The employee is required to have successfully completed the course [or insert minimum academic requirement such as 50% or a passing grade or obtained credit]. [Company name] will reimburse employees for [a percentage/maximum dollar amount] of their tuition fees [and any associated costs, e.g. textbooks, examination fees, student fees, course materials]. Normally [Company name] will not reimburse for additional costs such as transportation, food or other costs associated with travel or attendance with the exception of mandatory training courses. Employees must obtain and submit proof of course completion [to satisfactory standards, e.g. if your company demands a minimum grade achievement, state here], and a tuition invoice in order to receive reimbursement.

4 Conference Fees Conference attendance for the purposes of job development must be pre-approved by the company in order to qualify for fee reimbursement. State whether the time spent at conferences will be paid or unpaid. Also, make it clear whether you will cover any travel costs associated, or simply direct employees to your policy on Travel Expenses Reimbursement. Reimbursement for expenses associated with attending an approved conference may be covered under an existing expense reimbursement policy which can be referred to directly. [Company name] will reimburse employees for [percentage/maximum dollar amount] of the entrance fee(s) to conferences, as well as any other associated costs (e.g. admission to keynote presentations). The company may also cover reasonable costs associated with attending a conference including transportation, accommodation and food. Employees must obtain and submit proof of purchase (e.g. receipts, invoices, payment confirmation pages) in order to receive reimbursement. An exception to this may include if you have a policy for a per diem daily food allowance that does not require receipts (review your expenses reimbursement policy for consistency) Taxable Benefit Note that according to the Canadian Revenue Agency providing financial assistance to an employee to attend courses and classes will likely be considered reportable and taxable employment income. Review the CRA website for up-to-date information.

5 Procedure for Reimbursement Employees are responsible for obtaining all supporting documentation, and they must be submitted to [department name/job title]. Please refer to the Expense Reimbursement section for details on processing your claim. If your company has a standard reimbursement form to fill out, state so, and direct employees to where they can find it (the intranet, HR department, etc).