No. 1222 .

RESOLUTION

EMPLOYEE TUITION REIMBURSEMENT POLICY

WHEREAS, Tuition reimbursement is authorized for study towards a diploma, credentials, certificates, or degrees at an academic level higher than that currently held by the employee if the course of study is directly correlated to the employee's position at the Borough. However, all employees may be reimbursed for costs to obtain one degree or certificate at any level regardless of credentials currently held if the degree or certificate is directly correlated to their position at the Borough. The hierarchy of academic levels is defined as high school equivalency, Vocational Technical, Associates, Baccalaureate, Masters or First Professional, and Advanced Professional or Doctoral. Reimbursement is only authorized for studies offered by institutions whose accrediting bodies are recognized by the Department of Education. Reimbursement is not authorized for noncredit or preparatory courses. Reimbursement is only available to full-time employees; and

WHEREAS, Tuition reimbursement is authorized up to 100% of tuition and fees including lab, technology, and distance learning fees as follows:

a. Undergraduate degree coursework is reimbursed at 100% of tuition costs, not to exceed a $300 per semester hour equivalent for undergraduate study. Undergraduate level study is defined as courses leading to an Associate or Bachelor Degree.

b. Graduate degree coursework is reimbursed at 100% of tuition costs, not to exceed a $600 semester hour equivalent. Graduate level study refers to study leading to a Master's, First Professional, Advanced Professional or Doctoral Degree.

c. Tuition reimbursement is limited to $4,500 per individual per calendar year. The total amount allocated to the reimbursement program is $15,000 and will be disbursed on a first­come, first-served basis. Reimbursement requests must be submitted within 30 calendar days following the receipt of grades for the course(s) for which reimbursement is being requested. Calculations for the annual limit are computed according to the calendar year in which the Borough reimburses the employee. Reimbursement is not authorized for non­refundable student service fees such as credit matriculation or graduation. Costs that exceed authorized reimbursement amounts shall be the employee's responsibility. Employees may submit requests to exceed the fiscal year cap of $4,500 to the Borough Council, which will be considered on a case-by-case basis; and

WHEREAS, Tuition reimbursement is only authorized for the portion of tuition and fees that are incurred and paid by the employee exclusive of other benefits. Tuition costs that are paid by the Post 9/11 GI Bill, Montgomery GI Bill, Pell Grants, scholarships, or any other benefit program are not eligible for reimbursement. Receipts and report cards must be submitted with all reimbursement requests.

Employees must earn a grade of C or higher· or P for passing for all non-graduate or graduate level coursework in order to be reimbursed for tuition expenses. Employees must have an overall grade point average (GP A) of 2.0 to be eligible for reimbursement. Proof of GP A must be provided with each reimbursement request; and

WHEREAS, Employees are required to request participation in the tuition assistance program prior to enrolling in a course(s) for which they will be requesting tuition reimbursement. Requests can be made by utilizing the form found in enclosure (1). After completion of the approved course(s), employees will utilize the form in enclosure (2) to request reimbursement. Acceptance of tuition reimbursement incurs an obligation for the employee to continue employment with the Borough for at least (3) three years from the date the reimbursement is approved by the Borough Council. If the employee's employment is voluntarily or involuntarily terminated prior to the end of the three year obligation, the employee will be required to refund the total amount of tuition reimbursement previously paid by Hanover Borough. Waivers of mandatory repayment can be requested to the Borough Council if employment termination is the result of medical conditions or extreme personal hardship. Waivers will be considered on a case-by-case basis and submittal of a waiver does not guarantee approval.

NOW THEREFORE, Hanover Borough Council hereby formally enacts the above employee tuition reimbursement policy.

Enacted this 28th day of November, A.D., 2018.

THE BOROUGH OF HANOVER

ATTEST: -Council President

() ;tAU I / I/1A1 ,.....- I v t t

Borough Secretary

Approved this 28th day of November, A.D., 2018.

~ftLOA~ Mayor

Applicable forms: (1) College Tuition Reimbursement Course Approval (2) Letter of Approval for College Tuition Reimbursement

T H E B O R O U G H O F H A N O V E R

44 FREDERICK STREET

HANOVER, PENNA. 17331

717-637-3877 FAX 717-637-2805

AN EQUAL OPPORTUNITY BOROUGH

TUITION REIMBURSEMENT COURSE APPROVAL

To: ___________________, Department Supervisor

Honorable Mayor and Members of the Hanover Borough Council Borough Manager I, ______________________, am seeking approval for academic study in relation to

my current position or that to prepare me for a level higher than currently held under the

Employee Tuition Reimbursement Policy (Resolution No. 1222), enacted November 28,

2019, which I certify I have read, understand, and agree to abide by the same, based on the

following application:

Employee Name (Last, First MI)

Supervisor Name

Job Code and Title

Department/Division

Start/End Dates

Term Cycle (check appropriate boxes)

Fall Winter Spring Summer

Term Length

Quarter Semester Year

Term Dates

School (Name, Address/Website)

Via Web/TV? Yes No

Course #

(Attach Add’l)

Course Title (Attach Course Descriptions) Units Days (e.g., MWF) Times (e.g. 2-4) Fees $ (Attach

Support/Verification)

I am < or > I am not receiving grants or other financial aid (excluding loans). (If yes, provide documentation of amount, and how applied)

Check the appropriate box below:

❑ Tier 1 Undergraduate Degree or Diploma. Note Degree/Diploma: _______________________________

❑ Tier 2 Graduate Degree or Diploma. Note Degree/Diploma: _______________________________

❑ Tier 3 Specialty Certificate or Credentials. Note Certificate/Credentials: _______________________________

Explain how the course(s) is (are) career related to your current position, or that of a level higher to your current position.

Class Time, Including Applicable Travel/Exams (Check one box below - note any work schedule modifications are only compensated as

vacation/personnel leave, or approved unpaid leave)

❑ Course times can be accommodated outside my normal working hours, and I do not request an adjusted work schedule.

❑ Course times will be accommodated by an adjusted work schedule - proposed adjustment(s): ________________________________

_______________________________________________________________________________________

I understand that in the event I cease employment with The Borough of Hanover within

three (3) years of any reimbursement approval for such coursework, I hereby must repay all

such reimbursement received within that three (3) year period, unless a request for waiver

of all/part of those amounts is formally requested of and approved by Hanover Borough

Council.

I also understand that I am solely responsible for compensation reporting and all applicable

taxes as a result of any reimbursement for education that may be found to be taxable and

agree to hold The Borough of Hanover harmless from any claim associated with the

reimbursement provided, including all related payroll taxes, penalties, and interest.

Sincerely,

______________________ _________

Signature Date

Department Supervisor or Borough Manager approval regarding coursework’s relevance to

the employee’s position:

______________________ _________

Signature / Title Date

Approval by Borough Council:

______________________ _________

Signature Date

Hanover Borough Council President

T H E B O R O U G H O F H A N O V E R

44 FREDERICK STREET

HANOVER, PENNA. 17331

717-637-3877 FAX 717-637-2805

AN EQUAL OPPORTUNITY BOROUGH

LETTER OF APPROVAL FOR TUITION REIMBURSEMENT

To: Honorable Mayor and Members of the Hanover Borough Council Borough Manager I, ______________________, am seeking tuition reimbursement in the amount of

$_____________, for personally incurred tuition cost(s) that I have recently completed

under an accepted “College Tuition Reimbursement Course Approval” submission that

meet(s) all the criteria of the Employee Tuition Reimbursement Policy (Resolution No.

1222), enacted November 28, 2019. I have attached my grade transcript(s) for the

course(s), and physical receipt(s) substantiating that I have paid these tuition costs. I certify

that I have not received any grant or other funds from any agencies or other parties for the

tuition, for which I am requesting reimbursement.

I understand that in the event I cease employment with The Borough of Hanover within

three (3) years of reimbursement approval, I hereby must repay all such reimbursement

received within that three (3) year period, unless a request for waiver of all/part of those

amounts is formally requested of and approved by Hanover Borough Council.

Sincerely,

______________________ _________

Signature Date