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Layton City Policy

Personnel Policy Manual

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3211 - Educational Assistance

Educational Assistance Policy

Layton City may provide limited financial assistance to a full-time regular employee enrolled in:

  1. Educational course(s) related to his/her assigned duties with the City;
  2. A degree-seeking program that is related to his/her assigned duties with the City; or
  3. Educational course(s) specifically designed to offer certification or licensure that are useful to the City.

An employee may receive up to one-half of the cost of tuition and required fees related to registration.  The cost of lab fees, admission fees, books, or any fees that are not required as part of registration are not eligible for reimbursement under this policy.  The maximum financial assistance an employee may receive is limited to $2,000 per fiscal year. 

Procedure

  1. Submit a completed "Tuition Assistance Pre-Approval Form" for pre-approval by the City Manager, in consultation with the Department Director, before enrolling in the course(s).

    Prior to enrolling in any course(s) and receiving any reimbursement, an employee must submit to the Department Director a "Tuition Assistance Pre-Approval Form" which:

    •     Describes the educational course(s) or degree seeking program;

    •     Explains how each course or program relates to the employee's job with the

          City;  

    •     Sets a time frame for completion of the course(s) or program;

    •     Lists the anticipated tuition cost for each course or program.

    The City Manager, in consultation with the Department Director, will determine if the proposed course(s) or degree-seeking program is related to the employee's assigned duties.  If the City Manager approves the course(s), the Department Director and City Manager will make a determination as to how long the employee will have to complete the course(s) or degree-seeking program.  The form shall be kept on file at the Human Resources Division.

    If there is a change in the courses approved on the "Tuition Assistance Pre-Approval Form", the employee must inform the Department Director and the City Manager and await approval before enrolling in that course, unless it is a course for which tuition assistance has not or will not be requested.  If there is an increase in the cost of tuition and required registration fees, the employee must inform the Department Director and the City Manager and receive their approval prior to requesting reimbursement.  If the employee fails to request or obtain approval prior to requesting reimbursement, any reimbursement payment for the course(s) will be at the lower approved rate.

  2. Pay the tuition in advance.

    The employee must pay in advance to register for each quarter or semester.

  3. An employee receiving educational assistance must remain an employee of Layton City for at least two (2) years after the completion of any course or degree-seeking program.

    If an employee voluntarily terminates employment with Layton City within that two-year period, he/she must refund the entire amount of tuition assistance contributed by the City for that course, or in the case of a degree-seeking program, for that program.  Such reimbursement to the City is expected to be made in full upon the date of termination.  The City does not intend to set up a payment plan for such reimbursement.

    If an employee fails or refuses to refund any amount due to the City because of failure to meet any of the requirements of this policy, the City may refuse to offer further financial assistance and/or hold the entire amount from the employee's paycheck and/or severance pay.

  4. When degree-seeking programs are approved, the employee must be enrolled in at least one course every semester (or quarter) once the program is started.  (This does not include summer semester (or quarter).

    Exceptions can be made to this requirement only through approval by the City Manager before a semester (or quarter) is missed. Employees who fail to get this pre-approval and do not enroll for a required semester (or quarter) must refund the entire amount contributed by the City for all courses taken in relation to that degree-seeking program.

    If an employee fails or refuses to refund any amount due to the City because of failure to meet any of the requirements of this policy, the City may refuse to offer further financial assistance and/or hold the entire amount from the employee's paycheck and/or severance pay.

  5. Complete the course(s) or degree within the required time frame required by the Department Director and City Manager on the "Pre-Approval Form".

    The employee must complete the course(s) or degree-seeking program as set forth in the "Tuition Assistance Pre-Approval Form".  In the case of an approved course, if it is not completed within the established time frame the employee must refund all amounts contributed by the City for that course.  In the case of an approved degree-seeking program, the employee must obtain the degree.  Where the degree is not completed within the established time frame, the employee must refund all amounts contributed by the City for the entire degree-seeking program.

  6. Achieve a passing grade of at least a "C" or equivalent for each of the approved course(s).

    If an employee does not achieve a passing grade of at least a "C" or equivalent for any course, the employee will not be reimbursed for that course.  If exact costs cannot be directly calculated for each individual course, the cost of the course will be estimated as a percentage of total reimbursement requested that semester (or quarter) that equals the percentage of costs attributable to that course compared to the total cost of all courses for that quarter or semester.

  7. In cases where a voluntary course is approved that is specifically designed to offer certification or licensure that would be useful to the City, the employee must successfully obtain the required certification or license within the time frame set on the “Pre-Approval Form” prior to submitting a “Request” for reimbursement.

  8. Upon completion of the course(s), and any certificate or license required in paragraph 7 above, the employee will submit a "Request for Tuition Reimbursement Form" along with receipts and copy of the transcript to the Department Director.

    Upon course completion, and usually within five (5) working days of transcript availability, the employee should submit a completed “Request for Tuition Reimbursement” along with receipts and a copy of the transcript to the Department Director.  The Department Director will ensure that all conditions for reimbursement have been met, and if so, will sign the “Request” indicating approval for payment, and will forward the documentation to the Human Resources Officer.  If any of the above conditions are not met, the Department Director will notify the employee and the Human Resources Officer, and reimbursement will not be made.

  9. In the event the employee fails to meet any one of the above criteria, that employee must refund all amounts paid by the City for the educational course(s), or if for a degree seeking program, that employee must refund all amounts contributed by the City toward that program.

Education Assistance Application (http://www.laytoncity.org/Internal1/Depts/MgtSvc/Downloads/EducationAssistanceApp.doc)

Enacted, 7/22/1993
Amended, 4/5/1995
Amended, 1/1/1996
Amended, 12/9/1993, Previous Policy,
Minor Edit, 12/18/2003
Amended, 3/25/2011, Previous Policy 3211
 




 
 
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