Human Resources Policy and Procedure

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1 Human Resources Policy and Procedure CARROLL EMC TUITION REIMBURSEMENT PROGRAM (TRP) Policy Number: EMPL Policy Date: May 1, 2013 Revision Number: 00 Responsibility: Manager, Human Resources Cross References: None Scope: Carroll Electric Membership Corporation, Carrollton Tuition Reimbursement Program Purpose The Carroll EMC Tuition Reimbursement Program (TRP) was established to provide employees an opportunity to obtain additional education or training from accredited colleges and universities in order to increase their competence in their present job function or to prepare for future advancements within the company. TRP Policy Plan Features Eligibility Description You are eligible to participate if you are a full-time employee. In addition, you must: Complete your six month introductory period before course start date (new team members only). Meet performance expectations with no written counseling within the six-month period preceding your application for reimbursement. Have approval from your department Manager and Human Resources. Be pursuing an undergraduate degree, technical degree, or graduate degree program that is business related and relevant to current or future opportunities within Carroll EMC. You are not eligible to participate in the TRP while you are on a Leave of Absence (LOA) or Long Term Disability (LTD). How to Apply If you meet the requirements listed above, complete the following steps: Submit a completed TRP Course Approval Request form and TRP Promissory Note to Human Resources at least 15 days prior to the course start date. Collect and submit documents such as registration forms, financial aid and other documentation as requested related to your application. A TRP Course Approval Form and TRP Promissory Note must be submitted during the required period for each semester/quarter/grading period for which you will request reimbursement. The TRP administrator or HR representative will notify you within 10 business days whether your request has been accepted or denied. The TRP Course Approval Request form and TRP Promissory Note are located on the CEMC intranet under HR/forms. 1

2 Coordination of Benefits (COB) If you are eligible to receive funding such as scholarships or grants, you may still apply for TRP assistance to cover tuition expenses not covered by these funding sources. You must make Carroll EMC aware of any supplemental funding you receive, including the source and the amount. Student loans are not considered other funding sources. Will coordinate with VA benefits Courses Graduate degree and MBA courses must be approved by the Vice President of your division/department and the HR manager. Carroll EMC reserves the right to variances in maximum annual reimbursement based on specific programs relevant to career objectives. Courses that are part of an undergraduate, technical, MBA or graduate degree program Courses related to your long term career goals with Carroll EMC Courses NOT Courses that are not part of course work for a degree will not be reimbursed. Courses that are audited or visited with no course grade toward an approved degree program. Continuing education units that are not directly related to current or potential job duties at Carroll EMC. Courses that do not receive a satisfactory grade (C or higher). Prerequisite courses required for a degree. Portfolio fees for life experience credit hours. Certification courses not directly related to Carroll EMC. Qualified Schools Carroll EMC strongly supports and encourages attendance to our local university and technical college as a first choice by employees. (IE University of West Georgia & West Georgia Technical College). To qualify for the TRP, schools must be classified as universities, colleges, or technical schools and accredited by the Southern Association of Colleges and Schools (SACS). Other regional accrediting organizations (listed below) can be approved on a case by case basis by your department manager and Human Resources. Approved: University of West Georgia & West Georgia Technical College Require Pre-Approval: Southern Association of Colleges and Schools (SACS) Middle States Commission on Higher Education (MSA/CHE) New England Association of Schools and Colleges Commission in Colleges of the Northwest Association of Schools & Colleges Western Association of Schools and Colleges (WASC) The Higher Learning Commission of the North Central Association of Colleges & Schools Not Approved: Online regionally accredited schools (University of Phoenix, Strayer University, Capella University, etc) After Course Completion Following the completion of your courses, you must submit the following to include your name and the name of the school: Copy of your pre-approved TRP Course Approval Request form. Copy of your final grade report or official transcript. Detailed tuition and book invoices. Copy of your Carroll EMC approval /letter. Reimbursement requests must be submitted within 30 days of the course completion date. It is recommended that you submit your request for reimbursement immediately upon receiving your official grade report. You will be reimbursed for your eligible Tuition Reimbursement within 30 days of receipt of all required documentation. Reimbursement Percentage by Course Grade You must earn a C or better to receive tuition reimbursement. A grade of D or below is not eligible. Based on the grading scale below you will receive a percentage of your approved reimbursement amount: A= 100% of tuition and book costs B= 80% of tuition and book costs C= 60% of tuition and book costs 2

3 Expenses The following items will be considered for reimbursement: Tuition and relative fees Book costs and lab fees CLEP and Dantes test fees (if you receive credit hours toward an approved degree program and receive a passing grade based on policy guidelines) Tuition reimbursement totals will be based on and equal to costs relevant to attending the local university or technical college (UWG/WGTC) or their satellite campuses. Carroll EMC reserves the right to variances in reimbursement based on specific programs relevant to career objectives that may not be available through UWG or WGTC. You must be employed by Carroll EMC and an active team member on payroll to qualify for reimbursement. Items Not The following items will not be considered for reimbursement: Any non-course related expense or fees Cost of ancillary supplies (i.e. paper, pens, notebooks, etc.) School events or project costs not related to direct costs of scheduled courses Advance Payments You may not receive an advance to pay for tuition. Tuition reimbursement is available only upon receiving your final course grade. Repayment Policy You must be employed with Carroll EMC for one (1) full year after receipt of your most recent tuition reimbursement. If you voluntarily terminate employment for any reason, or if you are involuntarily terminated for cause during your one-year service obligation, a prorated amount of tuition reimbursement will be due and payable. Repayment of tuition assistance must be made over a 90-day period commencing on the first day after voluntary resignation or termination for cause from Carroll EMC. If financial hardship is determined, Carroll EMC may, at its discretion, defer payment up to one year. Former team members failing to repay tuition reimbursement in full will not be eligible for re-employment with Carroll EMC. 3

4 Carroll EMC Tuition Reimbursement Program Promissory Note I,, promise to pay to the order of Carroll Electric Membership Corporation (CEMC) the Prorated Tuition Reimbursement as defined in Paragraph B of the Additional Terms attached hereto and made a part hereof (the Additional Terms ) if this Promissory Note ( Note ) becomes due and payable in accordance with Paragraph A of the Additional Terms. If I fail to pay any portion of the Prorated Tuition Reimbursement on a timely basis as set forth in Paragraph C of the Additional Terms, I will pay, in addition to any unpaid Prorated Tuition Reimbursement, all charges and other expenses of collection, including reasonable attorney s fees and court costs, that are permitted by the laws of the State of Georgia, not to exceed fifteen (15%) percent of the unpaid Prorated Tuition Reimbursement. I have read and understand the Note and the Additional Terms, and my signature certifies that I agree to the terms and provisions thereof, including, but not limited to the provision that I will not be eligible for re-employment with Carroll EMC if I fail to pay the Prorated Tuition Reimbursement. By signing below, I acknowledge that I have received an exact copy of this Note and the Additional Terms. Signature of TRP Participant Date: Print Participant s Name Print Participant s Job Title 4

5 ADDITIONAL TERMS A. Date Note Comes Due. I agree that the Prorated Tuition Reimbursement (defined below) will become due and payable if I voluntarily terminate employment with Carroll EMC, or if I am terminated for Cause, within one year after the end of the quarter, semester or similar grading period ( End of Course ) for which I receive Tuition Reimbursement. The term Cause shall mean a felony conviction or the failure to contest prosecution for a felony, willful misconduct, dishonesty, embezzlement, fraud, deceit, gross negligence or violation of Carroll EMC s policies, including but not limited to its non-discrimination and anti-harassment policies. B. Prorated Tuition Reimbursement. My Prorated Tuition Reimbursement shall be determined based under the following formula: Tuition Reimbursement Received X (12 minus Number of Months Employed since End of Course)/12. For example, if a participant receives $1,000 in Tuition Reimbursement for the Fall Semester ending in December 2010 and the participant voluntarily terminates employment in May 2011, the participant s Prorated Tuition Reimbursement of $583 is determined as follows: $1,000 X (12-5)/12. If the participant voluntarily terminates employment in November 2011, the participant s Prorated Tuition Reimbursement of $83 is determined as follows: $1,000 X (12-11)/12. C. Repayment. I will pay the Prorated Tuition Reimbursement over the 90 day period commencing on the first day after my resignation or termination for Cause. Carroll EMC may, in its discretion, defer payment under the Note up to one year if financial hardship is determined. I understand that I will not be eligible for re-employment with Carroll EMC if I fail to pay this Note in full. D. Death or Disability. If I die or become eligible for benefits under Carroll EMC s Long-Term Disability Plan, my obligation to pay any amount owed on this Note will be cancelled. E. Term of Employment. Nothing in this Note or the Additional Terms shall be construed to guarantee employment for any specific duration. I have the right to terminate the employment relationship at any time, for any reason, with or without cause or notice, and I understand that my employer has this same right. F. Miscellaneous. (a) This Note shall be governed by the laws of the State of Georgia. (b) Carroll EMC s failure to enforce or insist that I comply with any term of this Note is not a waiver of Carroll EMC s rights. (c) No provision of this Note can be waived or modified except in writing. (d) This Note may not be assigned by either party without the express written consent of the other party. Revision History: Reviewed by: HR Representative Approval: Ernest A. Jakins, III Date Donna Pullen Date President and Chief Executive Officer Vice President, Corporate Services 5

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