EMPLOYEE DIRECTIONS REQUEST REIMBURSEMENT FOR A COURSE OUTSIDE A DEGREE PROGRAM Employee Education Reimbursement System ( EERS) Rev 3/6/2015

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1 LOGGING IN TO SAP ONLINE ACCESSING YOUR EERS RECORD: 1. Navigate to SAP Online Services from the MPCConnect homepage. Note: this is the same place you would go to access your paystub. 2. Enter your PIC code and password and click the Log On button to log in. 3. On the page that loads, select the HR Services tab at the top. 1

2 4. Click on the icon beneath My Self. 5. When the box opens, select Compensation and Benefits, then choose Education Reimbursement. 6. You will be at the front screen. Read the options in the bullets and select the appropriate button based on the request you are making. 2

3 If you are at this step, you should have already added the course in your record. If you have not done so, please refer to the Adding a Course Outside a Degree Program instructions, as this step must be completed before you can request reimbursement for the course. (see pages 9-11 below) STEP TWO REQUEST REIMBURSEMENT OF ELIGIBLE EXPENSES RELATED TO THE COURSE: After your Manager/Supervisor and HRC approve the course and you have successfully completed it within the parameters of the plan, you can request reimbursement of expenses related to the course. 1. Log in to SAP Online Services. 2. Select the Course record you are requesting reimbursement for and click on the Edit button. 3. Provide the Grade and Course Cost information in the Reimbursement Data section then click the Review button. (all other sections were previously completed and cannot be edited) Note: when entering Course Cost, include the total of all eligible costs (for MPC, course cost = tuition + books + required fees) 3

4 4. Once you have confirmed the information is correct, click on the Submit button. Note: once you click on submit, you are no longer able to edit your request. (i.e., you will not be able to change the cost amount) 4

5 If you completed the process correctly, you will receive a confirmation message at the top of the screen. If you do not see the following message, your entry did not save. 5. Once your online request is submitted, the required documentation must be submitted to your organization s HR Consultant. For a list of required documentation, click on the link above the Back to Overview button. THIS DOCUMENTATION MUST BE SUBMITTED TO YOUR HR CONSULTANT BEFORE FINAL APPROVAL CAN BE GRANTED. 6. Click the Back to Overview button to return to the main Education Reimbursement window. 5

6 DIRECTIONS FOR HOW TO SEARCH FOR AN INSTITUTION: 1. Click the button next to the Institution box. 2. To display a list of Institutions/Schools, click on the Show Filter Criteria button. 3. Remove the check mark in the box next to Restrict Number of Value Entries. 6

7 4. Type the name of the institution in the Institute/Location text Box and click on Start Search. Note: the name you enter must be IN ALL CAPITAL LETTERS, i.e. *OHIO STATE* The search function will not work properly if you do not use all caps. You may use a wildcard search by placing an * before and after a partial name in the Institute box. For example, *OHIO* or *BOWLING* (remember, the name must be in all caps). If you wish to see the entire list of Institutions/Schools, skip the wild card search. 7

8 5. Once the list of schools appears, select the correct one by clicking the button next to it to highlight the row. This will populate the name and the corresponding Institute/School Code. Once you select your school, click on the Ok button. If you cannot locate your Institution, please contact your local HR Consultant. 8

9 STEP #1 - ADDING A COURSE : WHEN YOU ARE TAKING A COURSE, YOU FIRST REQUEST APPROVAL TO TAKE THE COURSE. YOU DO NOT REQUEST REIMBURSEMENT OF THE COURSE UNTIL IT HAS BEEN SUCCESSFULLY COMPLETED. STEP ONE REQUEST APPROVAL TO TAKE THE COURSE: 1. Log in to SAP Online Services. 2. Select the Add Course, No Degree button. 3. Complete the Course Entry screen as outlined below. Once you are done, click on the Review button. General Data Section: Provide the Institution name. For directions on how to search from a list of schools, see below. Reimbursement Data Section: Provide the following information and then select the Review button: o Course ID (a code the school uses to identify the code can be numbers and/or letters) o Course Description (the name or title of the course) o Course Start Date o Course End Date o Session (semester or quarter) o Course Hours (the system WILL accept decimal points, if applicable) 9

10 Note this is the first step in the process and is only to get approval to TAKE the course. You will not enter the course cost or grade information course and/or request reimbursement for expenses until AFTER the course has been successfully completed. Once you have confirmed the information is correct, select the Submit button. Note: once you click on submit, you are no longer able to edit your request. 10

11 If you completed the process correctly, you will receive a confirmation message at the top of the screen. If you do not see the following message, your entry did not save. 4. Click the Back to Overview button to return to the main Education Reimbursement window. 11