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210City of Anaheim Administrative Regulation CHAPTER 2 - EMPLOYMENT PROCEDURES Subject: Tuition Assistance Program Purpose: A.R. 210 Issue Date: Aug. 1, 1984 Revised: Dec. 1, 2013 Revised: Dec. 4, 2013 Revised: Sept. 11, 2024 Page: 1 of 2 The City of Anaheim is committed to the educational and professional development of City employees and supports and encourages employees who are willing to devote time to attending academic courses outside of their regular workday. The Tuition Assistance Programs (TAP) support a learning culture by encouraging City employees to pursue higher education to increase their job proficiency, prepare for promotional opportunities within the City, and improve the overall level of service provided by the City. Programs: 1. Tuition Grant Program (TGP) - is a single $500, one-time lump -sum non-taxable payment per bachelor degree or higher from an accredited college. Once an employee completes a formal degree program from an accredited college or university, they are eligible to re -apply for the TGP for an additional degree program. Available to permanent full-time employees. 2. Tuition Loan Program (TLP) - an interest -free, 6-month loan up to $1,500. A new loan can be processed once the previous loan has been paid in full. Available to all full-time and part-time employees. 3. Department Tuition Reimbursement Program - Funding is determined per department, but no greater than 50% of employee's cost (tuition and registration fees only) and shall not exceed $10,000 per fiscal year. Available to permanent full-time employees. Refer to employee's department for more information on the reimbursement program. Policy/Procedure: The TGP and TLP programs shall be approved by the Department Head and the Human Resources Department (HRD). The Department Tuition Reimbursement program shall be approved by the Department Head, subject to availability of funds and department guidelines. 1. Eligibility Requirements a. Full-time City employees (TGP and Dept. Tuition Reimbursement Program) i. Full -Time and Part -Time City Employees (TLP) b. Must be in good standing and have completed one probationary period c. Agree to comply with the provisions of the program(s) City of Anaheim Administrative Regulation 210 Page (2) of (2) 2. School/Course Eligibility Requirements — the course or program must meet the following requirements: a. A course in a degree program offered at an accredited eligible educational institution b. The course or degree program must align with career goals and relevancy to current or future opportunities within the City. It shall be job -related to the employee's position or potential career development within the City 3. Employee Responsibilities: a. Employees are responsible for any income tax liability that may incur under the program(s) b. Attendance and assignments for approved educational courses shall be scheduled outside of scheduled working hours c. No compensation in any form will be allowed for education -related course time d. City vehicles shall not be used for transportation to and from course(s) 4. Request for Approval a. TGP and TLP programs must be pre -approved by submitting an application to the Human Resources Department (Organizational Development & Training) prior to the beginning of a course or degree program. Department Head approval is also required and shall determine job -related course relevancy b. Department Tuition Reimbursement program must be pre -approved by the Department Head prior to the start of a degree program c. Application requests are reviewed and approved on a first come, first served basis d. Requests submitted after a course or degree program has started will not be approved Request for Reimbursement — refer to program documents or department for reimbursement requirements Additional educational programs under the sole purview of the Human Resources Department (for more information, visit the City's Insider, Human Resources, Organizational Training &Development): 1. Education Investment Program (EIP) is designed to attract, retain, and develop staff by investing in our workforce and supporting employees' professional growth within the City by furthering their education. Available to full-time and benefit eligible part-time employees. 2. Personal Computer Purchase Program is designed to assist employees with purchasing computers/tablets and essential technology equipment. Available to full-time and part-time employees. Responsibility: The Human Resources department is responsible for city-wide administration, coordination, and authority of this policy. Records shall be retained in the HR Payroll System and deductions can be viewed on participant's paystub. Programs are based on available funding; the funding source for Tuition Reimbursement is at each Department Head's discretion to fund within the limits of their departmental budget allocation. Attachments: 1. Tuition Assistance Program (TAP) Guidelines 2. Department Tuition Reimbursement Program Guidelines 3. TAP Application/Agreement Tuition Assistance Program (TAP) Guidelines Purpose: The Tuition Assistance Program (TAP) is designed to encourage employees to become better qualified in their present duties and to prepare for advancement within the City by furthering their education. The City of Anaheim appreciates, supports, and encourages employees who are willing to devote time to attending academic courses outside of their regular workday. The Tuition Assistance Program (TAP) offers two options: Tuition Grant Program (TGP) and Tuition Loan Program (TLP). Employees are eligible to apply qualify for both programs. Funding by the Human Resources department. Tuition Grant Program (TGP) provides a single $500 one-time lump sum, non-taxable payment per degree toward enrollment/course related expenses for a formal education program. To receive the grant, the employee must provide proof of tuition expense totaling $500. Once an employee completes a formal degree program from an accredited college or university, they are eligible to re -apply for the TGP for an additional degree program. Available to eligible full-time permanent employees. 2. Tuition Loan Program (TLP) offers an interest -free, 6-month loan up to $1500, on a quarterly or semester basis for formal education. TLP repayment is administered via 13 payroll deductions (6-months) and must be repaid by course completion. A new loan cannot be processed until the previous loan has been paid in full. Available to eligible full-time and part-time employees. Eligibility: • Be a full-time City employee (refer to programs for more eligibility requirements) • Must be in good standing and have completed one probationary period • Agree to comply with the provisions of the program Program Requirements: • The employee must be enrolled in an accredited college or university. • Department Head approval is required and job -related course relevancy required • TAP program must be pre -approved by submitting an application form to the Human Resources Department (Organizational Development & Training) prior to the beginning of a course or degree program. • Job -relatedness - educational courseworkwill improve the employee's capacity to perform current duties or increase his or her readiness to assume broader responsibilities. Agreement: A completed Tuition Assistance Program (TAP) Application with a signed agreement is required to be considered for the program. The application outlines the conditions of different assistance funding options within the program and employee's responsibilities. Please read the TAP Application carefully; sign and date the form and return your completed paperwork to the Human Resources Department — Organizational Development and Training. Responsibility: 1. Employees are responsible for any income tax liability that may incur under this program(s). It is highly recommended employees consult their tax advisor. Tuition reimbursement may be considered taxable income. 2. Attendance and assignments for approved educational courses must be scheduled outside of scheduled working hours. 3. No compensation in any form will be allowed for education -related course time. 4. City vehicles shall not be used for transportation to and from course(s). No reimbursement for mileage and transportation costs. Funding: Funding for the Tuition Assistance Program is determined each fiscal year. Funding is offered on a first -come, first -served basis. Please Note: Questions regarding tax consequences of participation in this Program need to be directed to your tax advisor. Department Tuition Reimbursement Guidelines Purpose: Department Tuition Reimbursement Program encourages employees to seek higher education by participating degree programs to obtain their career goals with the City. Funding and reimbursement amount is determined per department. Eligibility: • Full-time employee • Must be in good standing and have completed one probationary period • Agree to comply with the provisions of the program Program Requirements: • The employee must be enrolled in an accredited college or university. • Department Head pre -approval is required and job -related course relevancy required • Job -relatedness - educational coursework will improve the employee's capacity to perform current duties or increase his or her readiness to assume broader responsibilities. • A grade of satisfactory ("C") or better must be attained for undergraduate courses and ("B") or better for graduate courses. Grades shall be submitted to the employee's department for verification, prior to reimbursement being issued. Funding: The maximum dollar amount to be reimbursed is at each Department Head's discretion, funding guidelines are as follows: 1. Up to a maximum of 50% of the employees' costs (tuition and registration fees only) maybe reimbursed and shall not exceed $10,000 per fiscal year. 2. The maximum amount of work which maybe claimed for purposes of tuition reimbursement will be twelve (12) credit hours in anyone fiscal or school year. Responsibility: • City vehicles shall not be checked out for transportation to and from class. No allowance will be given for mileage or transportation costs. • All school attendance and homework assignments shall be conducted on the employee's own time. No compensation in any form will be allowed. • It is highly recommended participants consult their tax advisor. Tuition reimbursement may be considered taxable income. The City will report tuition reimbursement payments to the IRS in keeping with the current tax code. Reimbursement: To receive reimbursement, satisfactory evidence of fees paid for tuition and registration fees and satisfactory completion of the course must be submitted to the Department Head for approval ("C" or better for undergraduate and "B" or better for graduate). A City's Expense Claim will be completed and forwarded to the Accounts Payable Office for processing. Copies of diplomas, certificates, or grade notices shall be retained in the employee's department/division file. Tuition Assistance Program (TAP) Pre -Approval and Application Form ❖ Please submit application prior to the beginning of a course or degree program. Name: Employee ID Number: Department/Division: Job Title: Phone Number: Email: Accredited Institution (college/university): Course/Degree Program Name: Expected Month and Year of Course/Degree Program Completi Course or Degree Program Name Course Dates Estimated Cost (tuition and books) From To How will this course(s)/degree program benefit your current position or prepare you for advancement opportunities? Program Selection (Select all that apply): ❑ Tuition Grant Program (TGP) - a single $500, one-time lump -sum, non-taxable payment. ❑ Tuition Loan Program (TLP) - interest -free, 6-month loan up to $1500. Loan amount requested: $ Read and initial the following: Initials 1. I am a full-time City employee (or part-time employee for the TLP Program). 2. 1 have completed one probationary period and in good standing. 3. 1 am attending an accredited institution (college or university). 4. This course is voluntary, is not considered hours of work and/employment, and no compensation is earned. Employee Signature Da Department Head Signature Dat Tuition Assistance Program (TAP) Agreement Tuition Grant Program (TGP) and/or Tuition Loan Program (TLP) Employee Name: Department: Select program(s) agreement: Employee ID # Work Telephone # ❑ Tuition Grant Program (TGP) A single $500 one-time lump sum, non-taxable payment per degree toward enrollment/course related expenses for a formal education program. To receive the grant, the employee must provide proof of tuition expense totaling $500. 1 agree with the terms and conditions of this agreement. Employee Signature: Date: ❑ Tuition Loan Program (TLP) Once an employee submits proof of tuition paid, the City agrees to make an interest -free loan to the employee up to $1,500 in the amount of $ , for a period not to exceed 6-months/13 pay periods. A monetary payment for the loan amount will be included on the employee's next paycheck. The first bi-weekly loan repayment will be deducted from the same paycheck. Subsequent bi-weekly repayment deductions occur until the loan is repaid. Participant may elect to pay the remaining unpaid balance at any time prior to the last payroll deduction. Upon termination from full-time or part-time employment of the City for any reason, the remaining amount to be paid to the City under this Agreement becomes due and payable and will be deducted from the employee's final pay. Employee may also authorize with written approval for the City to withhold from his/her final pay, any eligible leave payouts that would be due to the employee such as paid leave, comp and vacation payoffs, sick Leave any amount remaining under this Agreement. The employee will be personally responsible for any remaining balance following payroll deduction. This Agreement may be changed only by a written document signed by the City and the employee, and supersedes any and all written or oral agreements, proposals and communications concerningthe program(s). In the event either party hereto brings any suit against the other partyto enforce any rights underthis Agreement, then the prevailing party in any such suit shall recover from the other party its reasonable attorney's fees and costs incurred in connection therewith. The employee of the City of Anaheim ("City") has been provided a copy of the City of Anaheim Tuition Assistance Program Administrative Regulation and hereby elects to and participate in the financing arrangement offered under the program(s), and further, agrees to and accepts the following terms and conditions. Employee Sign Date: For Office Use Only: Human Resources: Employee authorizes the Cityto deduct $ from each paycheck until the amount has been paid in full as noted in paragraph 1, not to exceed 6-months/13 pay periods. Payroll: The employee has paid $ in tuition to an accredited college or university. The City agrees to make an interest -free loan to the employee up to $1,500 in the amount of $ , for a period not to exceed 6 months/13 pay periods. Process TAP Code: TLADV Amount: process amount as negative.