Res. #24-006 - Adopting a Revised Personnel Policy

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12.2 Tuition Reimbursement/Educational Assistance The City of Centerville encourages its Employees to enroll in job related educational programs and may provide support through tuition reimbursement. This does not include reimbursement for textbooks or study materials. Under IRS regulations, the reimbursement of certain courses must be reported as taxable income to the Employee. Requirements: In order for a class to qualify for reimbursement, the following conditions must be met: • The class/course must be job related. • The class/course must be taken from an accredited institution of higher learning or vocational -technical school. • The class/course must be approved by the City Administrator prior to enrolling. • The Employee must receive a passing grade (C or better) to receive reimbursement. • The Employee must complete a Tuition Reimbursement form and provide a brief course outline. • After the class/course has been completed, the Employee must provide a photocopy of the grade form and the original receipt for tuition. • The Employee must remain with the City for one year after completing the class/course or reimburse the City for the total cost of any class taken in the previous one-year period. Forms: Tuition Reimbursement forms are available from the Finance Director. A photocopy of the completed Tuition Reimbursement form will be placed in the Employee's personnel file. Limit: No employee may receive more than $2,500 tuition reimbursement in any one calendar year. The City Council may waive this limitation in unusual circumstances where it is determined that there is a justifiable City need for an Employee to take additional schooling. Approval of reimbursement is dependent upon available funding in the city's budget. 12.3 Travel Reimbursement The City Council may authorize travel at City expense for the effective conduct of City business. Authorization must be granted prior to incurring the actual expenses. Employees so authorized will receive reimbursement for necessary and incidental expenses according to the terms outlined in this policy and IRS requirements for an "accountable plan." Receipts and/or other verification of the expenses, which show the actual cost of lodging, meals, and incidental expenses, are required for reimbursement. A) Automobile Expense: When Employees are required to use their own vehicles to conduct City business or to attend approved training/conferences, the City will reimburse the Employee for mileage at a rate as allowed by IRS regulation. Page 29 of 60