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Requests for Tuition Reimbursement for courses will be made using PDO. Staff will be able to submit requests for reimbursement and track the progress of the request using the new online form found on the Tuition Reimbursement tab. Submission procedures can be found below.
For detailed directions on submitting Tuition Reimbursement requests using PDO refer to How to Submit Tuition Reimbursement through PDO.
1. REIMBURSEMENT CRITERIA:
a. Eligible unit members are defined as SEIU unit members on permanent status by the time the class ends. Unit members on long-term leave are not eligible for tuition reimbursement.
b. A maximum of nine (9) credits will be reimbursed per fiscal year (July 1 through June 30). Any courses ending after July 1 and before June 30 count toward the new fiscal year’s tuition reimbursement allotment. The nine (9) credits may be taken together in one semester or in any semester within the fiscal year.
c. Reimbursement will not exceed one-half (1⁄2) the current cost of in-state tuition for the University of Maryland at College Park. Reimbursement will be based on graduate or undergraduate tuition rates, depending upon the level of the course or program being reimbursed.
d. The 9-credit-hour limitation may be waived for a specific year or years under the following conditions:
a. Completion of the requirements of an approved program requires enrollment in more than 9 credits during one or more years of the program, or MCPS approves enrollment in more than 9 credits in order to meet a specific school system need.
b. No reimbursement for additional credits outside the approved program will be approved until the total reimbursement from the first year of excess credits is less than the average of 9 credits per year.
c. If the employee retires or resigns prior to the time the average reduces to 9 credits per year, the employee will be required to repay MCPS for any excess reimbursement beyond the average of 9 credits per year from the first year of excess reimbursement.
d. In no event may the employee be reimbursed for more than 45 credits in the five-year period, beginning with the first year of excess reimbursement.
e. Non-college training will be reimbursed by converting clock hours to credits, 15 clock hours equals one (1) credit. Prior approval for these classes is available, and encouraged, if there is a question about whether the class is reimbursable or no
f. Employees will not be reimbursed for outside courses or training if such courses are also offered by MCPS and are available in the same semester to the employees in that unit. Exceptions will be made for credits that are needed as part of a degree, certificate, or professional development program in which the employee is enrolled if the MCPS course would not be counted and the credits would otherwise be reimbursable. Exceptions may also be made if MCPS courses are full and unavailable.
g. Requests for tuition reimbursement must be submitted to the Office of Organizational Development within 60 days of course completion.
h. Reimbursement will not be made for books or materials, but will cover course fees.
i. Reimbursement shall be for courses that will either improve skills used at your present job or prepare you for another job within Montgomery County Public Schools.
j. Both graduate and undergraduate courses could be eligible for reimbursement for all employee groups. Courses would continue to be approved for reimbursement based upon the established tuition guidelines. Undergraduate courses will be reimbursed at the undergraduate rate.
k. Tuition reimbursement should be requested at the end of the course and upon receipt of the course grades and confirmation of tuition paid. Reimbursement would be charged to the program in which unit the person was working at the beginning of the course. For purposes of fiscal year limits on reimbursement, a course is counted in the fiscal year in which the coursework is completed.
l. Courses receiving a “Pass” taken on a “Pass/Fail” basis will now receive tuition reimbursement.
m. Reimbursement to ten-month employees for classes/courses taken during the summer is made in the fall, contingent upon return to permanent-status employment in MCPS.
2. SUBMISSION PROCEDURES:
a. Log onto PDO at http://pdo.mcpsmd.org.
b. Click on the Tuition Reimbursement tab
c. Click on the New Request button
d. Select Supporting Services using the pull down menu
e. Complete the form with your course information (complete a new form for each course)
f. Submit the form by selecting the Save and Submit button.
g. Print the form and Pony it to OOD/URSC with the receipt of payment and documentation of your grade.
NOTE: No requests will be processed without proof of payment and documentation of grade.
h. You can monitor your request status from the Tuition Reimbursement tab in PDO.
i. All documentation for payment must be submitted to the Office of Organizational Development within 60 days of course completion. In the event there is an incomplete or a problem receiving the grade, the unit member must contact Organizational Development promptly.
j. Documentation for payment includes:
a. Photocopy of official grade slip or transcript. A print-out from the school website showing your name, course and grade is acceptable.
b. Proof of payment showing the full amount of tuition paid. One of the following will be accepted:
§ A printout from your online university or college account showing your name and payments, or a stamped and/or signed official university receipt.
§ Canceled check (front and back).
§ Credit card statement showing your name.
c. PDO printout of reimbursement request.
3. PROCESSING REQUESTS:
a. Tuition reimbursement requests will be date stamped by OOD on the day of receipt.
b. A record of requests will be maintained by OOD to assure unit members meet the eligibility and time requirements as set forth above.
c. Organizational Development shall complete the approval process and update the request status in PDO.
d.Organizational Development shall generate a pay memo and submit it to the MCPS Controller for processing.
4. QUESTIONS:
a. Questions about tuition reimbursement may be directed to the Supporting Services Tuition Reimbursement Specialist in the Office of Organizational Development, (301)-601-0302.
Tuition
Reimbursement (PDF)
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