Tuition Reimbursement Program. Handbook

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1 EMPLOY EE Tuition Reimbursement Program Handbook

2 For Employees... Ed u c a t i o n m a d e a f f o r d a b l e! A t t h e E r n e s t O r l a n d o L a w r e n c e B e r k e l e y N a t i o n a l L a b o r a t o r y ( L B N L ), w e a r e c o m m i t t e d t o d e v e l o p i n g o u r p e o p l e t o t h e i r f u l l e s t p o t e n t i a l. T h r o u g h t h e T u i t i o n R e i m b u r s e m e n t P r o g r a m, t h e B e r k e l e y L a b e n c o u r a g e s a n d fi n a n c i a l l y a s s i s t s c a r e e r e m p l o y e e s i n o b t a i n i n g s k i l l s, k n o w l e d g e, a n d a b i l i t i e s t h a t i n c r e a s e t h e e f f e c t i v e n e s s o f w o r k p e r f o r m a n c e i n t h e i r p r e s e n t p o s i t i o n a n d i m p r o v e t h e i r c a r e e r o p p o r t u n i t i e s w i t h i n t h e L a b o r a t o r y. W i t h s u p e r v i s o r a p p r o v a l, c a r e e r e m p l o y e e s w h o h a v e p a s s e d p r o b a t i o n a n d a r e w o r k i n g 5 0 % t i m e o r m o r e a r e e l i g i b l e t o r e c e i v e r e i m b u r s e m e n t f o r t u i t i o n e x p e n s e f o r p o s i t i o n - r e l a t e d o r c a r e e r - r e l a t e d c o l l e g e c o u r s e s t h a t a r e r e l e v a n t t o t h e g o a l s o f t h e L a b o r a t o r y. F o r e m p l o y e e s p u r s u i n g d e g r e e s o r s p e c i a l t y c e r t i fi c a t e s ( T i e r 1 ) r e i m b u r s e m e n t i s %. F o r e m p l o y e e s t a k i n g c a r e e r - r e l a t e d c o l l e g e c o u r s e s n o t l e a d i n g t o a d e g r e e ( T i e r 2 ) r e i m b u r s e m e n t i s t w o - t h i r d s. P a r t i c i p a t i o n i n t h e p r o g r a m i s a n i m p o r t a n t p r i v i l e g e t h a t c a n l e a d t o g r e a t e r j o b s a t i s f a c t i o n, e n h a n c e d p e r f o r m a n c e, a n d e x p a n d e d c a r e e r p o s s i b i l i t i e s. T i e r 1 : T h e e m p l o y e e r e c e i v e s % r e i m b u r s e m e n t f o r c o u r s e s c o m p l e t e d s a t i s f a c t o r i l y u n d e r a n E m p l o y e e D e v e l o p m e n t P l a n l e a d i n g t o a d e g r e e o f s p e c i a l t y c e r t i fi c a t e. T h e d e g r e e o r s p e c i a l t y c e r t i fi c a t e c a n b e e i t h e r p o s i t i o n - o r c a r e e r - r e l a t e d. T h e c o u r s e s m u s t b e o f f e r e d b y a n a c c r e d i t e d c o l l e g e o r u n i v e r s i t y o r a r e c o g n i z e d p r o f e s s i o n a l s o c i e t y. C E U c o u r s e s a r e r e i m b u r s a b l e w h e n t h e y a r e a p a r t o f a T i e r 1 a p p r o v e d E m p l o y e e D e v e l o p m e n t P l a n. T i e r 2 : T h e e m p l o y e e r e c e i v e s t w o - t h i r d s r e i m b u r s e m e n t f o r c o l l e g e - l e v e l c o u r s e s n o t l e a d i n g t o a n a c a d e m i c d e g r e e o r s p e c i a l t y c e r t i fi c a t e. C o u r s e s m u s t b e o f f e r e d b y a n a c c r e d i t e d c o l l e g e o r u n i v e r s i t y. C E U c o u r s e s m a y b e r e i m b u r s e d w h e n o f f e r e d b y a u n i v e r s i t y o r c o l l e g e c o n t i n u i n g e d u c a t i o n p r o g r a m. S p e c i fi c q u e s t i o n s a n d a n s w e r s a r e d i s c u s s e d b e l o w. F o r a d d i t i o n a l p o l i c y i n f o r m a t i o n s e e R P M F. υ El i g i b i l i t y

3 W h o i s e l i g i b l e f o r t u i t i o n r e i m b u r s e m e n t? C a r e e r e m p l o y e e s w h o h a v e p a s s e d p r o b a t i o n w o r k i n g 5 0 % t i m e o r g r e a t e r a r e e l i g i b l e t o t a k e c o l l e g e - l e v e l c o u r s e s f o r j o b - r e l a t e d o r c a r e e r - r e l a t e d p u r p o s e s, i n c l u d i n g s t u d y f o r a d e g r e e. W h o p a y s f o r t h e t u i t i o n r e i m b u r s e m e n t? L a b o r a t o r y o v e r h e a d p a y s % o f a l l o w a b l e f e e s f o r a p p r o v e d c o u r s e s o f s t u d y f o r a d e g r e e o r s p e c i a l t y c e r t i fi c a t e ( T i e r 1 ). T h e L a b o r a t o r y p a y s t w o - t h i r d s a n d t h e e m p l o y e e p a y s o n e - t h i r d o f a l l o w a b l e f e e s f o r c a r e e r - r e l a t e d c o l l e g e - l e v e l c o u r s e s n o t l e a d i n g t o a d e g r e e ( T i e r 2 ). W h a t i f a c o u r s e i s r e q u i r e d f o r m y j o b? I f a n e m p l o y e e i s r e q u i r e d b y t h e L a b o r a t o r y t o t a k e a c o l l e g e l e v e l c o u r s e i t i s c o n s i d e r e d o f f - s i t e t r a i n i n g. T h e e m p l o y e e ' s D i v i s i o n / D e p a r t m e n t p a y s a l l r e l e v a n t c o s t s f o r t h e c o u r s e, i n c l u d i n g b o o k s a n d t r a v e l e x p e n s e s, r e g a r d l e s s o f t h e e m p l o y e e ' s fi n a l g r a d e. T h e e m p l o y e e ' s t i m e i n t h e c l a s s, i n c l u d i n g t r a v e l, i s c o n s i d e r e d t i m e w o r k e d a n d d o e s n o t c o u n t t o w a r d s t h e s i x h o u r s p e r w e e k e d u c a t i o n a l l e a v e t i m e f o r w h i c h t h e e m p l o y e e m i g h t o t h e r w i s e b e e l i g i b l e. ( F o r m o r e i n f o r m a t i o n a b o u t e d u c a t i o n a l l e a v e t i m e, s e e " S u p e r v i s o r ' s R e s p o n s i b i l i t i e s " i n a u t h o r i z i n g t i m e o f f f o r c l a s s, d e s c r i b e d b e l o w. υ Em p l o y e e ' s R e sp o n si b i l i t i e s W h a t a r e t h e e m p l o y e e ' s r e s p o n s i b i l i t i e s? T h e e m p l o y e e m u s t : D i s c u s s j o b a n d / o r c a r e e r r e l a t e d g o a l s w i t h s u p e r v i s o r. D e v e l o p a n E m p l o y e e D e v e l o p m e n t P l a n i f t h e j o b o r c a r e e r g o a l s i n c l u d e s t u d y i n g f o r a d e g r e e o r s p e c i a l t y c e r t i fi c a t e, o r i f t h e e m p l o y e e w i l l t a k e m o r e t h a n t h r e e c o l l e g e - l e v e l c o u r s e s i n a y e a r. I f t h e g o a l i s a c a r e e r t h a t w o u l d t r a n s f e r t h e e m p l o y e e f r o m h i s / h e r c u r r e n t d i v i s i o n, h e / s h e w i l l n e e d t h e c o n c u r r e n c e o f t h e d e p a r t m e n t h e a d o r d i v i s i o n d i r e c t o r o f t h e n e w d i v i s i o n o n t h e E m p l o y e e D e v e l o p m e n t P l a n. I d e n t i f y d e s i r e d c o u r s e ( s ) a n d i n s t i t u t i o n t o s t u d y. A f t e r o b t a i n i n g p r i o r a p p r o v a l f r o m h i s / h e r s u p e r v i s o r a n d t h e D i v i s i o n D i r e c t o r o r d e s i g n e e, s u b m i t a R e q u e s t f o r T u i t i o n R e i m b u r s e m e n t F o r m t o t h e T u i t i o n R e i m b u r s e m e n t P r o g r a m C o o r d i n a t o r ( M a i l S t o p ) i n t h e H u m a n R e s o u r c e s D e p a r t m e n t.

4 R e m a i n i n c a r e e r s t a t u s d u r i n g t h e e n t i r e q u a r t e r o r s e m e s t e r. S u b m i t g r a d e s a n d r e c e i p t ( s ) w i t h i n 4 5 d a y s o f c o m p l e t i o n o f c o u r s e s. M a k e s a t i s f a c t o r y p r o g r e s s t o w a r d s t h e d e g r e e o r s p e c i a l t y c e r t i fi c a t e. I s a n E m p l o y e e D e v e l o p m e n t P l a n a l s o r e q u i r e d? A n E m p l o y e e D e v e l o p m e n t P l a n i s r e q u i r e d f o r T i e r 1 a n d w h e n t h e e m p l o y e e i s t a k i n g m o r e t h a n t h r e e c o l l e g e l e v e l c o u r s e s i n a y e a r u n d e r T i e r 2. A r e c e r t a i n g r a d e s r e q u i r e d? W h e n t h e " A - F " g r a d i n g s y s t e m i s u s e d, a g r a d e o f " C " o r b e t t e r f o r u n d e r g r a d u a t e w o r k, a n d " B " o r b e t t e r f o r g r a d u a t e w o r k, i s r e q u i r e d f o r r e i m b u r s e m e n t. I f t h e r e i s a c h o i c e b e t w e e n r e c e i v i n g a l e t t e r g r a d e o r a " P a s s / F a i l " e v a l u a t i o n, t h e e m p l o y e e m u s t t a k e t h e l e t t e r g r a d e. υ S u p e r v i so r ' s R e sp o n si b i l i t i e s W h a t i s t h e s u p e r v i s o r ' s r e s p o n s i b i l i t y w i t h r e g a r d t o t h e T u i t i o n R e i m b u r s e m e n t P r o g r a m? S u p e r v i s o r s, u p o n a n e m p l o y e e ' s r e q u e s t, a r e e n c o u r a g e d t o a s s i s t t h e e m p l o y e e i n s e t t i n g c a r e e r g o a l s w h e r e t h e y a r e c o n s i s t e n t w i t h t h e e m p l o y e e ' s c u r r e n t p o s i t i o n a n d t o e n c o u r a g e a t t a i n m e n t o f t h e s e g o a l s. A l s o e n c o u r a g e d, w h e r e p o s s i b l e, i s a s s i s t a n c e i n t h e d e v e l o p m e n t o f s k i l l s a n d k n o w l e d g e t h a t p r e p a r e t h e e m p l o y e e f o r a d d i t i o n a l a s s i g n m e n t s o r o t h e r p o s i t i o n s w i t h i n t h e L a b o r a t o r y. W h e t h e r p a r t i c i p a t i o n i n t h e p r o g r a m i s p o s i t i o n - r e l a t e d o r c a r e e r - r e l a t e d, s u p e r v i s o r s s h o u l d r e v i e w t u i t i o n r e i m b u r s e m e n t r e q u e s t s e i t h e r f o r r e l a t e d n e s s t o t h e e m p l o y e e ' s L a b o r a t o r y w o r k a s s i g n m e n t o r t o c a r e e r - r e l a t e d g o a l s d e s c r i b e d i n a n a p p r o v e d f o r m a l E m p l o y e e D e v e l o p m e n t P l a n S u p e r v i s o r a p p r o v a l o f E m p l o y e e D e v e l o p m e n t P l a n s a n d r e q u e s t s f o r r e i m b u r s e m e n t m u s t b e b a s e d o n t h e f o l l o w i n g R e l e v a n t t o t h e L a b o r a t o r y ' s m i s s i o n A r e o f m u t u a l b e n e fi t t o t h e e m p l o y e e ' s c a r e e r a n d t h e l o n g - t e r m i n t e r e s t s o f t h e L a b o r a t o r y T h e r e i s a r e a s o n a b l e e x p e c t a t i o n t h a t t h e e m p l o y e e s h a l l r e m a i n i n t h e e m p l o y o f t h e L a b o r a t o r y f o r a s u f fi c i e n t p e r i o d o f t i m e t o p r o v i d e a f a i r r e t u r n f o r t h e t r a i n i n g c o s t s T h e p r o p o s e d c u r r i c u l u m a n d t i m e t a b l e a r e r e a l i s t i c

5 T h e d e p a r t m e n t / d i v i s i o n ' s w o r k n e e d s c a n b e m e t d u r i n g a n y e m p l o y e e a b s e n c e s d u e t o a t t e n d i n g c l a s s. E m p l o y e e s w h o s e E m p l o y e e D e v e l o p m e n t P l a n i s n o t a p p r o v e d b y t h e i r S u p e r v i s o r m a y r e q u e s t a r e v i e w o f t h e d e n i a l b y t h e H e a d, H u m a n R e s o u r c e s, p u r s u a n t t o R P M I s s u p e r v i s o r a p p r o v a l n e c e s s a r y? Y e s. T h e e m p l o y e e ' s c o u r s e o f s t u d y m u s t a l s o b e a p p r o v e d b y t h e e m p l o y e e ' s D i v i s i o n D i r e c t o r o r D e p a r t m e n t H e a d a n d b y t h e T u i t i o n R e i m b u r s e m e n t P r o g r a m C o o r d i n a t o r o f t h e H u m a n R e s o u r c e s D e p a r t m e n t. C a n t i m e o f f f o r c l a s s b e a u t h o r i z e d? T i m e o f f w i t h p a y m a y b e g r a n t e d t o e m p l o y e e s w h e n t h e i r a b s e n c e w i l l n o t a d v e r s e l y a f f e c t p r o g r e s s o f w o r k a n d : T h e e m p l o y e e r e m a i n s a t l e a s t 5 0 % t i m e i n c a r e e r s t a t u s d u r i n g t h e e n t i r e q u a r t e r o r s e m e s t e r. T h e c o u r s e ( s ) a r e s u b m i t t e d f o r a p p r o v a l b e f o r e r e g i s t r a t i o n e a c h a c a d e m i c q u a r t e r o r s e m e s t e r. T h e c o u r s e ( s ) c a n n o t r e a s o n a b l y b e t a k e n o u t s i d e t h e e m p l o y e e ' s s c h e d u l e d w o r k i n g h o u r s. T h e c o u r s e ( s ) a r e n o t t a k e n o v e r t h e i n t e r n e t. T i m e o f f w i t h p a y d o e s n o t e x c e e d s i x h o u r s p e r w e e k i n c l u d i n g t i m e f o r t r a v e l a n d r e g i s t r a t i o n. T i m e o f f w i t h p a y i s c h a r g e d t o t h e e m p l o y e e ' s r e g u l a r p a y r o l l a c c o u n t. A d d i t i o n a l t i m e r e q u i r e d m u s t b e a c c o u n t e d f o r b y a n a d j u s t e d w o r k s c h e d u l e o r u s e o f v a c a t i o n c r e d i t. υ C o u r se, F e e s a n d C o st s W h a t k i n d s o f e x p e n s e s d o e s t h e L a b o r a t o r y p a y? T h e L a b o r a t o r y r e i m b u r s e s c o u r s e c o s t s, i n c l u d i n g t u i t i o n, c o u r s e f e e s, a n d l a b f e e s. A l l o t h e r e x p e n s e s s u c h a s b o o k s, e n t r a n c e a p p l i c a t i o n f e e s, l a t e f e e s, p a r k i n g, m e d i c a l a n d s t u d e n t I D f e e s a r e p a i d b y t h e e m p l o y e e. D o e s m y d i v i s i o n p a y f o r t h e c o s t o f t u i t i o n r e i m b u r s e m e n t s? N o, t h e c o s t i s c h a r g e d t o L a b o r a t o r y o v e r h e a d. I f t i m e o f f f o r w o r k i s a p p r o v e d, t h e e m p l o y e e ' s t i m e i s c h a r g e d t o t h e i r r e g u l a r p a y a c c o u n t. C a n I a t t e n d a n y i n s t i t u t i o n I c h o o s e? Y e s, a s l o n g a s t h e i n s t i t u t i o n i s a n a c c r e d i t e d c o l l e g e o r u n i v e r s i t y.

6 A r e t h e r e t a x e s o n m y t u i t i o n r e i m b u r s e m e n t s? B e g i n n i n g J a n u a r y 1, , t h e t a x l a w s h a v e c h a n g e d : I f t h e e d u c a t i o n a s s i s t a n c e i s f o r u n d e r g r a d u a t e o r g r a d u a t e c o u r s e s t h a t a r e p o s i t i o n - r e l a t e d t h e a s s i s t a n c e i s n o t t a x a b l e ; I f t h e e d u c a t i o n a s s i s t a n c e i s f o r u n d e r g r a d u a t e c a r e e r - r e l a t e d c o u r s e s t h e a s s i s t a n c e i s n o t t a x a b l e. B e g i n n i n g J u l y 1, , w i t h t h e i m p l e m e n t a t i o n o f t h e U n i v e r s i t y o f C a l i f o r n i a s S e c t i o n p l a n, e d u c a t i o n a s s i s t a n c e f o r g r a d u a t e l e v e l c a r e e r - r e l a t e d c o u r s e s i s n o t t a x a b l e t o a m a x i m u m o f $ 5, p e r y e a r. W i l l t h e L a b o r a t o r y r e i m b u r s e n o n - r e s i d e n t t u i t i o n? N o. W h a t w i l l h a p p e n i f I w i t h d r a w f r o m t h e c o u r s e b e f o r e c o m p l e t i o n a n d m y f e e s c a n n o t b e r e t u r n e d. I f y o u r D e p a r t m e n t H e a d o r D i v i s i o n D i r e c t o r c o n fi r m s t h a t y o u w e r e r e q u i r e d t o w i t h d r a w b e c a u s e o f a w o r k a s s i g n m e n t y o u r c o u r s e f e e s w i l l b e r e i m b u r s e d. I f y o u w i t h d r a w f o r p e r s o n a l r e a s o n s, t h e L a b o r a t o r y w i l l n o t r e i m b u r s e y o u r f e e s. C a n I r e c e i v e t h i s l a b o r a t o r y a i d i n a d d i t i o n t o o t h e r s u p p o r t s u c h a s a s c h o l a r s h i p? Y e s, b u t o n l y t o t h e e x t e n t t h a t t h e o t h e r fi n a n c i a l a i d d o e s n o t c o v e r r e i m b u r s a b l e f e e s u n d e r t h e B e r k e l e y L a b p r o g r a m. I f y o u a r e r e c e i v i n g o t h e r fi n a n c i a l a i d, y o u m u s t p r o v i d e d o c u m e n t a t i o n o f t h e a m o u n t a n d h o w i t w i l l b e a p p l i e d t o t h e f e e s. W h a t i f I c a n t a f f o r d t o p a y t h e r e q u i r e d f e e s a t t h e b e g i n n i n g o f t h e s e m e s t e r / q u a r t e r? T h e L a b o r a t o r y h a s e s t a b l i s h e d a n A d v a n c e o n T u i t i o n p r o g r a m w h e r e b y y o u m a y b e g r a n t e d a n a d v a n c e o n t h e r e i m b u r s a b l e f e e s. T h e m i n i m u m a d v a n c e i s $ I f y o u w i s h t o t a k e a d v a n t a g e o f t h i s p r o g r a m, y o u w i l l n e e d t o s u b m i t a T u i t i o n A d v a n c e m e n t P r o m i s s o r y N o t e f o r m a n d a t t h e s a m e t i m e y o u s u b m i t y o u r R e q u e s t f o r T u i t i o n R e i m b u r s e m e n t F o r m ( l i n k ) f o r t h e n e x t s e m e s t e r / q u a r t e r. Y o u s h o u l d s u b m i t a l l o f t h e s e d o c u m e n t s a t l e a s t t h r e e w e e k s i n a d v a n c e t o a l l o w t i m e f o r p r o c e s s i n g t h e a d v a n c e c h e c k. S h o u l d y o u n o t r e c e i v e a q u a l i f y i n g g r a d e f o r a c o u r s e, y o u w i l l b e r e q u i r e d t o r e p a y t h e a d v a n c e.

7 υ M o r e q u e st i o n s? A s k y o u r H R C e n t e r o r c a l l K a r e n P a r i s, T u i t i o n R e i m b u r s e m e n t P r o g r a m C o o r d i n a t o r, a t e x t e n s i o n E r n e s t O r l a n d o L a w r e n c e B e r k e l e y N a t i o n a l L a b o r a t o r y E m p l o y e e T u i t i o n R e i m b u r s e m e n t P r o g r a m F o s t e r i n g e x c e l l e n c e t h r o u g h c o n t i n u e d e d u c a t i o n d e v e l o p m e n t.

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