Supporting Services Tuition Reimbursement News

1. REIMBURSEMENT CRITERIA:
1. Eligible unit members are defined as permanent, active MCPS employees who work 20 hours or more per week by the time the class ends.  Unit members on long-term leave are not eligible for tuition reimbursement.
2. 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.
3. Reimbursement will not exceed one-half the current cost of in-state tuition for the University of Maryland at College Park.  Reimbursement will be based on the standard graduate or undergraduate tuition rates, depending upon the level of the course or program being reimbursed.
4. The 9-credit-hour limitation may be waived for a specific year or years under the following conditions:
1. Completion of the requirements of an approved program requires enrollment in more than nine (9) credits during one or more years of the program, or Montgomery County Public Schools (MCPS) approves enrollment in more than nine (9) credits in order to meet a specific school system need.
2. 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 nine (9) credits per year.
3. If the employee retires or resigns prior to the time the average reduces to nine (9) credits per year, the employee will be required to repay MCPS for any excess reimbursement beyond the average of nine (9) credits per year from the first year of excess reimbursement.
4. 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.
5. 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 not.
6. 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.
7. Requests for tuition reimbursement must be submitted to the Office of Human Resources and Development (OHRD) within 60 days of course completion.
8. Reimbursement will not be made for books or materials, but will cover course fees.
9. Reimbursement shall be for courses that will either improve skills used at your present job or prepare you for another job within MCPS.
10. 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.
11. Upon request, tuition reimbursement payments will be processed after the course has been satisfactorily completed with a grade of “C” or better for an undergraduate course, a “B” or better for a graduate level course or a “Pass” for a “Pass/Fail” course, as verified by a transcript.
12. Reimbursement to 10-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:
1. Log onto PDO at http://pdo.mcpsmd.org.
2. Click on the Tuition Reimbursement tab.
3. Click on the New Request button.
4. Select Support staff using the pull down menu.
5. Complete the form with your course information (complete a new form for each course).
6. Submit the form by selecting the Save and Submit button.
7. Print the form and Pony to OHRD with the receipt of payment, university/college account summary, and documentation of your grade.
   NOTE: No requests will be processed without proof of payment, university/college account summary, and documentation of grade.
8. You can monitor your request status from the Tuition Reimbursement tab in PDO.
9. All documentation for payment must be submitted to the OHRD within 60 days of course completion.  In the event there is a problem receiving the grade, the unit member must contact OHRD promptly.
10. Documentation for payment includes:
1. Photocopy of official grade slip or transcript.  A print-out from the school website showing your name, course, and grade is also acceptable.
2. Proof of payment showing the full amount of tuition paid.  All of the following must be submitted:
• A printout from your online university or college account showing your name and payments, or a stamped and/or signed official university receipt.
• University/college account summary showing breakdown of fees and tuition.
• Credit card statement showing your name.
3. PROCESSING REQUESTS:
1. Tuition reimbursement requests will be date stamped by OHRD on the day of receipt.
2. A record of requests will be maintained by OHRD to assure unit members meet the eligibility and time requirements as set forth above.
3. OHRD shall complete the approval process and update the request status in PDO.
4. OHRD shall generate a pay memo and submit it to the MCPS Controller for processing.
4. QUESTIONS:
1. Questions regarding tuition reimbursement should be directed to a Support Services Tuition Reimbursement Specialist at 301-315-7390.

Accelerated Tuition Reimbursement
Accelerated Reimbursement (AR) programs are undergraduate/graduate programs that require completion of more than nine (9) credits per fiscal year (July 1—June 30).  The credits used for the accelerated tuition reimbursement will count toward your future reimbursement.  Reimbursements shall not exceed 45 credits in five years.  After the completion of the program, you will not be eligible for any additional reimbursement until you make up the number of credits that you were reimbursed in of nine (9) credits per fiscal year.  For example, if you are reimbursed for 18 credits in excess of the 9 credits per fiscal year that is normally allowed, you will not be eligible for tuition reimbursement for the next two years after completing the program.  If you leave MCPS before five years is up, you will be charged for any reimbursement you received in excess of nine (9) credits per fiscal year.
Click on the link above for the application.  The Accelerated Tuition Reimbursement Program Verification Form is an interactive document.  Please type the requested applicant information in the boxes before printing the form.Completed forms must be accompanied by a copy of your Program of Studies to be considered for approval.  For questions, please contact Ms. Janice Mitchell, Office of Human Resources and Development, at 301-315-7390.

Effective October 1, 2011, the Office of Human Resources and Development will have a new address:

Office of Human Resources and Development
Support Services Tuition Reimbursement
45 West Gude Drive, Suite 2300
Rockville, Maryland  20850-1159

Human Resources and Development

Updated November 14, 2011 | Maintained by Frank Lipscomb