Policy 311 PERSONAL TIME OFF (PTO) I. PURPOSE Personal Time Off (PTO) was designed to ensure that individuals employed by the City of Fredericksburg have periods of rest and relaxation which contribute to their quality of life by maintaining an equitable balance between work and family/personal time. Personal Time Off (PTO) will provide employees the flexibility to take time off from work for whatever reasons they choose. Employees will accumulate a specified amount of PTO during each month worked and will have the ability to allocate how it will be used - for vacation, illness, caring for children or other dependents, school activities, medical/dental appointments, personal business or emergencies. Personal Time Off will provide the employee with the flexibility to use his or her time off to meet their personal needs, while recognizing the individual’s right and responsibility to manage their own paid time off. The amount of PTO earned will depend on the individual employee’s length of service with the City of Fredericksburg. (Personal Time Off does not replace the City’s holiday schedule. We will continue to have designated paid holidays each year.)
II. SCOPE This policy applies to regular full-time employees.
III. POLICY Personal Time Off (PTO) will be earned by all employees according to the following schedule: | Years of Service Full Time | Hours of PTO Accrued Per Month | Days of PTO Accrued Per Year | | Hire Year | 8 | 12 days | | 2-10 years | 12 | 18 days | | 11-15 years | 14 | 21 days | | 16-25 years | 16 | 24 days | | 25 or more | 18 | 27 days |
IV PROCEDURE A. Personal Time Off (PTO) will accrue in the first paycheck of each month. Changes in the accrual rate will go into effect on the anniversary month of hire. B. PTO will be earned and used on a calendar year basis, except for carryover defined in “V.B.” below. C. PTO cannot be transferred between employees. D. The City does not provide PTO pay in lieu of PTO time. E. Official holidays occurring during PTO will be counted as holiday, not PTO, leave. F. Employees will be paid in full at their regular rate of pay at the time of separation for PTO earned, but not taken, at time of separation. G. Time off taken for certain paid leaves of absence as defined elsewhere in this policy manual (such as jury duty, bereavement) will not be charged against the employee’s PTO account.
V. SCHEDULING A. Approval All PTO must be taken with the approval of the supervisor and superintendent. This approval will balance the needs of the City of Fredericksburg as well as the needs of the employee. When there are conflicting requests, the superintendent may distribute PTO according to the needs of the department. There may be occasions, such as sudden illness, when employees are not able to notify supervisors in advance. In those situations, employees must inform supervisors of the circumstances as soon as possible. B. Carry-Over Employees are allowed to carry-over PTO from one calendar year to the next. The maximum amount any employee may carry over from December 31 to January 1 is 480 hours (60 days). C. Increments PTO may be taken in ½-hour increments.
VI. RECORDING PAID TIME OFF Employees must complete a Personal Time Off (PTO) Form for absences of one day or more, regardless of the reason. The amount of PTO accrued, used, and available will appear on employee’s paycheck stubs.
Policy 311-A PERSONAL SICK LEAVE AFTER CONVERSION TO PERSONAL TIME OFF (PTO) I. PURPOSE The purpose of this policy is to provide employees of the City of Fredericksburg the benefit of drawing upon previously-accrued sick leave in the event that there is a situation which requires extended time off from work.
II. SCOPE This policy applies to regular full-time employees.
III. POLICY A. Conversion of Vacation Leave and Sick Leave at Onset of Personal Time Off (PTO). The City of Fredericksburg combined the vacation leave and sick leave benefits into one category referred to as Personal Time Off (PTO), effective January 31, 2002. At that time, every employee’s benefit time was converted by taking 100% of accrued vacation leave, plus up to 48 hours of existing sick leave, to determine the beginning balance of PTO. The remaining balance of sick leave would then transfer to that employee’s “Personal Sick Leave” pool (see III.B. below). If an employee had less than 48 hours of sick leave accrued, that employee would take 100% of vacation leave + 100% of sick leave to determine his or her beginning PTO balance, with no sick leave transferring to a personal sick leave pool. (For example, if an employee had 120 hours of vacation and 356 hours of sick leave, that employee would have a beginning PTO balance of 168 hours, with 308 hours left in his or her personal sick leave pool, as of January 31, 2002 {120 vacation hours + 48 sick hours = 168 PTO hours}. If an employee had 50 hours of vacation and 18 hours of sick leave, that employee would convert to 68 hours of PTO, effective January 31, 2002, with no hours in his or her sick leave pool.) B. Phasing-out of Personal Sick Leave Pool. In order to provide as equitable a policy as possible for all employees of the City of Fredericksburg, the personal sick leave pools will be decreased using the following schedule: As of January 1, 2003, the maximum time in any individual employee’s personal sick leave pool would be 384 hours. As of January 1, 2004, the maximum time in any individual employee’s personal sick leave pool would be 288 hours. As of January 1, 2005, the maximum time in any individual employee’s personal sick leave pool would be 192 hours. As of January 1, 2006, the maximum time in any individual employee’s personal sick leave pool would be 96 hours. As of January 1, 2007, all personal sick leave pools will be eliminated.
C. Personal sick leave will not be paid upon termination of employment with the City of Fredericksburg.
IV PROCEDURE FOR USE OF PERSONAL SICK LEAVE POOL At the discretion of and upon the approval by the City Manager, the following occurrences will be eligible uses of personal sick leave: A. An injury or illness that meets the definition of a catastrophic illness or injury in the catastrophic sick leave pool (See Policy 312 for definitions). Personal sick leave must be used before using the catastrophic sick leave pool. B. Workers’ compensation injury or illness. Since workers’ compensation does not pay benefits for the first 40 hours of lost work time, and since workers’ compensation benefits do not equal compensation for a 40-hour week, personal sick leave may be used to supplement workers’ compensation payments so that the sum of the two equal compensation for a 40-hour week. C. Other illness or injury. Personal sick leave may be used for an injury or illness of the employee or immediate family, if (1) the person is under the care of a Licensed Practitioner, and (2) the absence from work is for longer than 5 consecutive work days.
Policy 312 CATASTROPHIC SICK LEAVE POOL I. PURPOSE To establish guidelines for the employee sick leave pool to benefit an employee, or an immediate family member of an employee, who suffers a catastrophic illness or injury, as set forth in Texas Government Code §661.001 et seq., as amended.
II. DEFINITIONS “Catastrophic Illness or Injury” - A severe condition, or combination of conditions, affecting the mental or physical health of an employee or an immediate family member of an employee that requires the services of a Licensed Practitioner for a prolonged period of time and that forces the employee to exhaust all Personal Time Off (PTO) and personal sick leave accrued by the employee and to lose compensation from the City of Fredericksburg. The condition or conditions must also cause the employee to be unable to work for 30 calendar days or longer. Normal pregnancies with no complications and routine surgeries with no complications are not considered by the City to be catastrophic illnesses. “Licensed Practitioner” - A practitioner, as defined in the Texas Insurance Code, who is practicing within the scope of his/her license. “Immediate Family” - Those individuals related by kinship, adoption, marriage or foster children who are so certified by the Department of Human Services, living in the same household or, if not, in care or services on a continuing basis. “Pool Administrator” - The City Manager, or his or her designee.
III. ADMINISTRATION OF THE POOL The City Manager shall administer the pool.
IV PROVISIONS A. All employees who accrue leave may use pool leave for his or her own catastrophic illnesses or injuries or that of the employee’s immediate family member. B. Only employees who have exhausted all accrued Personal Time Off (PTO) and personal sick leave pool are eligible to withdraw from the pool. C. Eligible employees may withdraw time from the sick leave pool only in the case of catastrophic illness or injury of the employee or the employee’s immediate family member. D. Employees on pool sick leave will accrue PTO according to existing practices, as they may be amended from time to time.
V. REQUESTING LEAVE FROM THE POOL AND LIMITS ON WITHDRAWALS A. An employee must apply to the Pool Administrator for permission to withdraw time from the pool by completing, signing, and submitting a form to the Pool Administrator. B. An employee seeking permission to withdraw time must provide the Pool Administrator with a written statement from the Licensed Practitioner, who is treating the employee or the employee’s immediate family member. The statement must provide sufficient information regarding the illness or injury to enable the Pool Administrator to evaluate the employee’s eligibility, and must state whether the Licensed Practitioner deems the condition to be catastrophic. C. If the Pool Administrator determines that the employee is eligible, the Administrator shall approve the time from the pool to the employee. D. An employee may not withdraw time from the sick leave pool in an amount that exceeds 720 hours. E. The Pool Administrator shall determine the amount of time, if any, that an employee may withdraw from the pool.
Policy 313 HOLIDAYS I. PURPOSE To provide a competitive paid-time-off benefit to recognize traditional holidays preserving the rich heritage and traditions of our community and enhancing the quality of life.
II. SCOPE This policy applies to regular full-time employees.
III. POLICY Holidays are those days which are recognized as City-paid holidays during the calendar year as declared by the City Council on an annual basis.
IV PROCEDURE A. If the holiday falls on a Saturday, the preceding Friday shall be observed, and if a holiday falls on a Sunday, the following Monday shall be observed. B. As many employees as possible shall be given each holiday off consistent with the maintenance of essential City functions. Because of their unusual schedules, firefighters will have all of the year's holidays banked at the beginning of the calendar year to be scheduled to be taken throughout the year with prior approval of the Department Head. C. Full-time employees 1. Full-time employees shall be granted paid holidays at their regular rate of pay. 2. Full-time non-exempt employees required to work on an observed or actual holiday will be paid for the holiday plus the actual number of hours worked at a rate of 1½ times their regular rate of pay. 3. Exempt employees who work on a holiday will take the holiday at a later date.
Policy 314 INJURY LEAVE (ON THE JOB) I. PURPOSE To provide income protection to employees injured while performing their job duties.
II. SCOPE This policy applies to all City employees.
III. POLICY An employee injured in the line of duty shall receive worker's compensation or injury leave benefits under the terms and conditions prescribed in the applicable programs and as required by law.
IV. PROCEDURE A. Injury leave will run concurrently with FMLA leave (See Family and Medical Leave #322). B. An employee must report any job-related injury, however minor, to his/her supervisor and superintendent as soon as possible, but no later than the close of that same business day, unless impossible due to medical circumstances. C. The first five (5) days of time lost will be charged against an employee’s sick leave, then from the sixth (6th) day forward, time lost because of a substantiated and documented work related injury sustained during the course of employment shall not be charged against the employee's sick leave. D. During such absence, sick leave and vacation shall continue to accumulate. E. The employee shall contact the employee's physician to determine whether the injury will allow an employee to perform modified work or other duties, which the employee will be required to perform if possible, and then the employee must provide the City with written notification from the physician. F. Programs Workers’ Compensation Workers' Compensation Law provides that an employee who suffers a disability that results in lost duty days due to an injury while in the course of their employment is entitled to "Income Benefits." These income benefits are calculated at a rate of at least 70% of the employee's weekly income prior to the injury. The worker must be disabled by the injury for at least seven (7) days to be eligible for income benefits. The employee may use sick leave, if available, to the extent of having the total of the Workers’ Compensation check and the City sick leave check equal (approximately) the net balance of a regular paycheck without overtime.
Policy 315 MILITARY LEAVE I. PURPOSE To provide an income protection and a means for employees to secure time-off when called to a uniformed U.S. military service.
II. SCOPE This policy applies to all City employees eligible to participate in the U.S. military service.
III. POLICY Military Leave will be granted with pay in accordance with applicable State and Federal laws to employees called to a uniformed military service. Up to 15 working days per calendar year may be taken with pay. Any employee who will be on military leave in excess of 15 days will be placed on "Military Leave Status." If, after the employee is released from military service he/she decides not to return to work with the City, he/she must indicate such in writing or give notice, in writing, that he/she will not return and is terminating employment with the City.
IV DEFINITIONS A. Military Leave Status. When an employee is on military leave in excess of 15 days. B. Uniformed Service. The uniformed services include the following: 1. the full and reserve components of the Army, Navy Marine Corps, Air Force, and Coast Guard; 2. the National Guard; 3. the commissioned corps of the Public Health Service; and 4. any other category of persons designated as a "uniformed service" by the President in time of war or national emergency.
V. PROCEDURE A. An employee preparing to take authorized military leave shall furnish his/her superintendent with a copy of the military order or other appropriate certification. B. During Military Leave Status, the employee may choose to be paid for any vacation and/or compensatory time accrued before called to military service. Sick leave will remain on the record to be available when the employee returns. Any contribution in TMRS will remain in the retirement account.
Policy 316 PAID ABSENCES I. PURPOSE To provide a means for employees to secure limited time off when such time is needed for various purposes that support our values-based organization.
II. SCOPE This policy applies to regular full-time employees.
III. POLICY The City may provide paid absences for such things as training and development, civic duty, serious illness or death in immediate family, funerals, personal emergencies, administrative absences, and emergency management.
IV. PROCEDURE A. Training and Development (Professional Development) With approval of the Department Head, a superintendent may grant an employee leave with pay when the employee is away from his or her job site but is performing a function related to his/her job. These functions include, but are not limited to, attending a professional conference, convention or training activity. B. Special Absences - Civic Duty 1 . Jury Duty An employee called for jury service shall be granted special absence with pay during such service and shall retain the fee paid by the courts. a. An employee excused or released from jury service during working hours shall report to his/her work station unless otherwise instructed. b. A copy of the jury summons shall be submitted to his/her superintendent to be submitted to payroll.
2. Witness a. An employee will be excused with pay to fulfill his/her civic duty to testify as a witness in a judicial proceeding where the employee has no personal benefit when he/she is served with a subpoena. b. If it is a personal matter or there is personal benefit in the proceeding, the employee may use vacation time.
V. REQUIREMENTS A. All absences must be pre-approved. B. Employees should always indicate on their time cards the type of absence being compensated (i.e., vacation, sick, funeral, training, etc.)
Policy 317 PAID ABSENCES - FUNERALS I. PURPOSE To provide a means for employees to secure time off when such time is needed for attending funerals.
II. SCOPE This policy applies to regular full-time employees.
III. POLICY The City may provide paid absences for attending funerals as outlined in the procedures below.
IV. PROCEDURE An employee may be excused with pay in order to attend a funeral of a member of his/her family (within the second degree consanguinity and affinity) if approval is first received from his/her superintendent. This leave is limited to the time needed to travel to, attend, travel from the funeral, or attend to related personal business. Paid funeral leave shall not exceed either three (3) working days for family within the 1st degree of consanguinity and affinity or one (1) working day within the 2nd degree of consanguinity and affinity. Special circumstances will require the approval of the City Manager. If an employee attends a funeral of an individual who is not a member of his or her family, the employee must use vacation time.
Policy 321 LEAVE WITHOUT PAY I. PURPOSE To enable employees to be granted time away from work to satisfy military service obligations, handle personal business, or as a disciplinary tool.
II. SCOPE This policy applies to all employees.
III. POLICY City employees may be granted leave without pay to satisfy military service obligations, handle personal business, or for disciplinary reasons. Leave without pay for personal reasons shall not be granted if it materially affects normal business operations. Leave without pay is not an entitlement. It may or may not be granted.
IV. PROCEDURE A. Religious Observance The employees have the option to use vacation time or be placed on leave without pay to observe religious holidays of their choice, if the holiday does not coincide with official City holidays. B. Leave The Department Head may grant to regular employees up to 3 days of unpaid time off for personal reasons, provided such time off does not materially affect the normal conduct of the business, customer service or operating costs, and the terms and conditions are mutually agreeable. C. Extended Leave Any request for extended leave beyond 3 days without pay must be approved by the City Manager, provided it meets the above criteria. 1 . Benefits (vacation or sick leave) shall not accrue for any month which an employee on leave without pay is in pay status for twelve or less working days in a calendar month. 2. An employee returning to work after leave without pay which extends for more than three months shall be given an adjusted hire date to remove the time on leave without pay. 3. An employee on leave without pay who desires to continue insurance coverage must arrange to make the payments required for such coverage.
D. Disciplinary Action Employees may be placed on leave without pay for disciplinary purposes. E. Family and Medical Leave Act See Family and Medical Leave #322 F. Military Leave Employees may be placed on leave with or without pay, subject to proof of orders.
V. CONSIDERATIONS A. The requesting employee's performance record and previously granted time off will be taken into consideration by the supervisor before granting a time off request. B. When the need for absence from work is known in advance, the employee must notify the supervisor immediately. C. Superintendents should record on the employee's time sheet the leave without pay.
Policy 322 FAMILY AND MEDICAL LEAVE I. PURPOSE To enable employees to receive time away from work without pay for limited periods to attend to specified family needs with job protection and no loss of accumulated service.
II. SCOPE This policy applies to all employees who have worked for the City for 12 months and at least 1,250 hours during the twelve months preceding the leave.
III. POLICY Eligible employees may take up to twelve weeks of unpaid leave per a 12-month period for a qualifying event. Qualifying events are the birth of the employee's child, placement of a child with the employee for adoption or foster care, when the employee is needed to care for a child, spouse or parent who has a serious health condition, or when the employee is unable to perform his or her functions due to a serious health condition. During FMLA leave, employees may first use sick time, then vacation time, which is required to be part of the 12-week period. No loss of seniority will occur while the employee is on this leave of absence. While an employee is on FMLA leave, the City is required to maintain the employee’s group health benefits on the same terms as if the employee continued to work. An employee, while on unpaid FMLA leave, needs to make arrangements with the City to pay the employee’s portion of group health benefits premiums for dependent coverage. As required by the FMLA, an employee is required to continue paying the employee’s share of any group health plan premiums (dependent coverage) which the employee was paying before the leave began. If the employee fails to return to work at the end of the approved leave, the City may recover from the employee the cost of any payments made to maintain the employee's coverage, unless the failure to return was beyond the employee's control.
IV. DEFINITIONS A. Child Anyone under 18 years who is the employee's biological, adopted, or foster child, stepchild, legal ward, or an adult legally dependent child. This may also include a child for whom the employee has previously established day-to-day responsibility. B. Parent Biological, foster or adoptive parents, stepparents legal guardians, or someone who plays or has played the role of parent. C. Spouse A legal marital relationship in Texas. D. 12-month period Measured from the date the employee first uses any FMLA leave.
V. PROCEDURE A. Application and Commencement 1. FMLA leave will start when an employee is on leave for three or more consecutive calendar days due to a qualifying event. 2. A Leave of Absence form must be completed requesting family and medical leave of absence and submitted to the superintendent thirty days prior to commencement date, except where medical conditions make such a requirement impossible. 3. When the leave is to care for a sick child, parent or spouse, the requesting employee must submit a letter signed by a physician that states: a. the date the illness or condition began; b. the probable duration of the condition; c. the estimated time the employee will need to care for the family member; and d. a statement that the illness or condition requires the participation of a family member. 4. When the leave is for planned medical treatment, the employee must attempt where possible to schedule the treatment so as not to disrupt City operations. 5. When the leave is for the employee, the employee must submit a letter signed by a physician that the employee is unable to perform the functions of his or her position. The requesting employee must submit a letter signed by a physician that states: a. the date the illness or condition began; b. the probable duration of the condition. 6. As in regular Sick Leave, the employee who is out on FMLA leave must maintain regular contact with his or her direct superintendent to ensure constant communication as to what the employee’s status is for return to work. Updates occurring at least once per week would constitute regular contact.
B. Reinstatement 1. Upon return from a family and medical leave of absence, the employee will be reinstated in the following priority of position reassignment: ▸ First: prior position if available. ▸ Next: a comparable position for which the employee is qualified.
2. Employees on leave must notify their superintendent at least two weeks prior to end of leave to inform the City of availability to return to work. 3. An employee's failure to return from leave, or failure to contact his or her immediate superintendent or Department Head on the scheduled date of return, will be considered a voluntary resignation.
Exception: If the employee on leave of absence is a salaried employee and is among the highest paid ten percent of City employees, and keeping the job open for the employee would result in substantial disruption to City operations, reinstatement to the position may be denied. The employee will be given an opportunity to return to work, however, in a different job.
Policy 330 INSURANCE PROGRAMS I. PURPOSE To maintain competitive benefits that will attract and retain quality employees; and to enhance employees' quality of life.
II. SCOPE This policy applies to eligible employees of the City.
III. POLICY The City, as it deems appropriate to maintain competitive benefits and enhance quality of life, may provide basic life, hospital and medical insurance to its full-time employees within budget limitations as set in the City's annual budget.
IV. SUMMARIES Contact the Finance Department for more information. A. Group Health Insurance The City, as it deems appropriate and within budget limitations may provide basic life, hospital and medical insurance to its full-time employees. 1. Under the provisions of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) continuation coverage option of group health insurance coverage offered by the City is provided to eligible employees and their eligible dependents. The rights allowed under COBRA are defined in the City of Fredericksburg health insurance booklets and are also available through information provided by the Finance Department. Each new employee should receive an initial COBRA notification in his/her new employee packet. Employees are encouraged to seek out this information if they are unsure of their rights under this law.
B. Group Insurance Plan Booklet The Finance Department administers the group insurance plan, in accordance with the terms of the contract in effect, and shall render such assistance as is necessary to explain the operation and benefits of the plan to City employees. See City of Fredericksburg Group Insurance Plan Booklet for detailed information. The group insurance program may be revised, modified, or eliminated from time to time by the City. Benefit provisions shall be those specified in the current contract of insurance and shall be outlined in brochures issued to each member of the group insurance plan. C. Social Security Employees of the City are covered under Federal Social Security provisions. D. Unemployment Insurance All employees of the City are covered under the Texas Unemployment Compensation Insurance program and the City pays this tax. This program provides payments for employees separated from work by the City for reasons other than gross misconduct. E. Workers’ Compensation Insurance Workers' Compensation benefits are applicable to on-the-job injuries and resulting disability for all City employees. Benefits will be in accordance with the provision of the Texas Employers' Liability and Workers' Compensation Insurance Law, and with special rules and requirements of the insurance carrier. The application and administration of this arrangement shall be handled by the Finance Department in accordance with operating and procedural rules issued by the City Manager. See Injury Leave #314.
Policy 340 RETIREMENT I. PURPOSE To help eligible employees supplement their retirement income.
II. SCOPE All employees who are regularly scheduled to work more than 1,000 hours per calendar year.
III. POLICY Texas Municipal Retirement System The City is a member of the Texas Municipal Retirement System (TMRS). Membership in the retirement system is mandatory at date of employment for all employees who regularly work more than 1,000 hours per calendar year. The employee's contribution to the system is a percent of his/her gross salary as established by Council in the budget process. The City matches the employees contribution on a percentage determined by the City Council. Employees who leave City employment prior to retirement will, upon request, be refunded their portion of the retirement account plus interest earned on their portion. Vesting occurs at ten years of service. United States Conference of Mayors (USCM) Deferred Compensation Program (PEBSCO) - Nationwide Regular City employees are eligible to participate in the USCM PEBSCO Retirement Plan which is a deferred compensation program that allows employees to save and invest for retirement. Please see the Finance Department for more information.
Policy 350 LONGEVITY I. PURPOSE To recognize employee's knowledge of practices, policies, procedures, and work standards specific to the City acquired through years of continuous loyal service.
II. SCOPE This policy applies to all regular employees.
III. POLICY All full-time employees with one or more years of service are eligible for longevity pay as funded by budget. Longevity will be computed by multiplying the number of months of service completed on December 31st of each year times the monthly longevity rate accrued. The monthly longevity rate is determined by the schedule below. Years of Service: Greater than 1 year Monthly Longevity Rate: $4.00
Longevity is payable yearly in December.
Policy 360 EDUCATION ASSISTANCE PROGRAM I. PURPOSE To provide support for individual and organizational growth and development.
II. SCOPE This policy applies to regular full-time employees who successfully complete their orientation period.
III. POLICY The objectives of the policy are: A. to produce personnel with an increasing degree of knowledge and skills; B. to provide the City personnel with training so that each individual can reach his or her maximum individual potential in their work and in their career goals; C. and to give each person an opportunity for personal growth and satisfaction.
The policy is to reimburse seventy percent (70%) of an employee’s expenses for tuition, books, and required fees upon satisfactory completion of an approved course of study. Should an employee qualify for any form of financial aid (GI Bill, Grants, Scholarships, or Discounted Hourly Fees) from an outside source, the City will reimburse one hundred percent (100%) of remaining expenses.
IV PROCEDURE Employees applying for reimbursement should secure prior approval from their immediate supervisor and follow these procedures: A. An employee must be classified as regular full-time in order to qualify for benefits under this policy and must be employed by the City for the duration of the course. Work performance must be satisfactory either to qualify for or to continue to receive benefits. B. Course work must be provided through a qualified, accredited institution. In general, a qualified institution shall mean any high school, vocational school, business school, correspondence school, college, or university meeting the requirements of the recognized authorities designated to certify these institutions. C. An employee must receive approval prior to enrolling in any course of study, and must receive approval on a semester-by-semester basis. To request approval, an employee must submit an Application for Tuition Reimbursement to his or her immediate superintendent. Applications shall be made at least thirty (30) days in advance and shall include: 1. Name and job position 2. School, course of study, course title(s) and credit hours 3. Starting and ending dates 4. Relation to employees work/career goals 5. Approximate costs and outside aid
D. The City Manager shall review the Application for Tuition Reimbursement, approved by the superintendent and Department Head, and approve or reject the request. E. An employee may request approval for one or more courses at a time, or where appropriate, may file a degree plan. Before a degree plan can be approved, a copy of an approved curriculum signed by the student’s advisor or the head of a major department of the college or university must be submitted. F. The course must relate directly to either 1. an employee's present work 2. a position the employee might reasonably expect to achieve 3. a degree plan that is job-related.
G. Courses are to be taken outside regular working hours. If an approved course is scheduled during work hours, leave without pay or vacation hours may be granted. H. A maximum of six (6) credit hours per semester will be allowed under this policy. I. Reimbursement of expenses shall be made after satisfactory completion of the course, with a passing grade of “C” or better. J. Within fifteen (15) days after satisfactory completion of the course work, a copy of the official grade report should be submitted to the City Secretary and a check will be issued for the appropriate amount to be reimbursed.
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