Guideline 4-14: Payment of Tuition and Fees for Benefited Employees

 

8/11/2003 (Revised 7/27/2004, 7/15/2005)

Active, full-time, employees (included as a line item in the budget and eligible for all benefits under college policies) may register for classes at San Jacinto College and, subject to availability of funds, the College will reimburse tuition and fees up to $500 per fiscal year with the following guidelines:

  • Reimbursement is available for classes in which grades or continuing education credits are awarded and received in Human Resources no later than the last day of July of each year.
  • $250 reimbursement per employee per reimbursement period, not to exceed $500 per fiscal year for one employee.
  • Reimbursement will be allocated and distributed on a first come, first served basis.
  • Reimbursement funds will be budgeted in the amount of $50,000 per fiscal year.
  • For credit courses, reimbursement will be paid after classes are completed and a grade of 'C' or better has been awarded.  For continuing education courses, reimbursement will be made after classes are completed and the requirements of the class have been mastered or the CEU credits have been awarded.
  • Reimbursement will not be allowed for auditing courses.
  • The cost of books, supplies and fees not included on the registration fee receipt are not covered under this benefit.  Late fees and add/drop fees will not be reimbursed.
  • It is at the discretion of the supervisor whether an employee may be released during normal working hours to attend a class.  The adjusted schedule must account for the total duty hours assigned to the employee's particular position.
  • Out of district fees will be waived; however the Registrar's office must be notified of residency status prior to payment of tuition and fees.
  • An employee terminating employment with SJC prior to reimbursement will be reimbursed provided the employee enrolled, paid, successfully completed the class, and turned in proper documentation while employed with SJC.
  • Funds are not available for family members.
  • Employee tuition cannot be paid or reimbursed from SJC departmental budgets.
  • "Free" courses provided through the Interactive Learning Centers or Employee Wellness Programs do not fall within these guidelines.

To receive tuition reimbursement the following procedures must be followed:

  1. An Employee Tuition Reimbursement Form (available on the web) should be completed and submitted to Human Resources as soon as the employee has registered for the course(s).   All Forms will be logged by date of receipt in an attempt to assess the potential reimbursements requested.  As the submitted forms near the allotted dollar limit, the employee will be notified that reimbursement may not occur due to limited funds. 
  2. In compliance with the chart shown below, employees must submit grades or CE requirements to Human Resources by the deadline listed. 
  3. Reimbursement checks will be processed and included on the employee's paycheck as shown below.

Reimbursement Period    

Deadline to Submit Grades:   

Reimbursement Date:  

 Period I

January 31 

 February 28

 Period II

May 17

 May 31

 Period III

July 31

 August 31


Grades submitted after the deadline date may not be processed until the next reimbursement period and only if funds are available. The date of the original submission (step 1) and the date of grade submission (step 2) will be considered in determining the order of reimbursement until all available funds are expended.