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Application for Tuition Reimbursement Guidelines & Instructions
Regular full-time staff and faculty can receive up to $800 a year for reimbursement for tuition of college credit classes. The request for reimbursement must be completed and approved PRIOR to registering for the class.
Employees may request, after three months of eligible employment, participation in the Collin College tuition reimbursement program.
Eligible courses for reimbursement are limited to credit courses and up to 6 hours of research course credit (including dissertation hours) from regionally accredited institutions which are directly related to current or prospective job duties or which are required for a degree related to current position. "Prospective job duties" does not include development toward a career path position, but does include development for duties that are planned in the existing position.
Example: Adding budget responsibilities to a job description might allow reimbursement for an accounting course.
Example: English courses, as well as Spanish and Developmental Writing, Developmental Reading, and most math courses might be eligible for reimbursement.
NOTE: An employee whose salary is 100% paid from a grant or contract is not eligible to participate in the paid time off component of the tuition reimbursement program. In addition, tuition reimbursement cannot be approved for a grant employee unless funds from the grant are available and approved for such reimbursement. Tuition reimbursement is not available for temporary full-time employees.
Employees may elect to enroll in a credit class on an audit basis and request reimbursement of the tuition as well as the audit fee. Completion of a course must be documented before any reimbursement can be processed.
To receive reimbursement for tuition and fees, approval must be obtained from the appropriate supervisor prior to registering for an eligible course. Maximum reimbursement for full-time employees is $800 each fiscal year (Sept. 1 - August 31).
Employees may use up to three paid hours per week of regular work time to take an eligible course. These three hours are not approved for distance education courses. In addition, study groups and study time are not eligible for the three paid hours. Hours to be paid as work time for non-exempt employees should be recorded in TimeClock Plus as "paid class time."
Time off may also be granted for what is considered a reasonable drive time to Denton, Commerce, Arlington, etc. for a 5 p.m., 5:30 p.m., or 6 p.m. class.
At the supervisor's discretion, any or all benefits listed on the Application for Tuition Reimbursement may be approved.
Prior to enrolling in a course, sections A and B of the Application for Tuition Reimbursement form should be completed.
Within 60 days after completing the course (a grade of C or better is required), a
copy of the original tuition and fee receipt, along with grade documentation should
be submitted with the reimbursement form to the appropriate supervisor.
Reimbursement is made after the completed reimbursement form with appropriate signatures and all other required documentation is received and processed by human resources and the business office.
To ensure course eligibility and appropriateness to current position, each course needs to be evaluated by the appropriate vice president, VP/provost, senior vice president, executive vice president, or the district president.
With prior documented supervisor approval, staff members may also take classes during work hours and adjust the regular work schedule to make up any lost time. Documentation of the adjusted work schedule should be forwarded to HR for inclusion in the employee's personnel file.