Tuition Reimbursement

Operational Standard/Purpose

Eligible employees may request to take coursework that is related to their current position or a position that may advance their career at ICC at other accredited colleges and universities. Tuition costs for approved and successfully completed coursework may be reimbursed by ICC up to an annual maximum.

Notes: 

• ICC will not provide reimbursement for course equivalents offered at ICC. Refer to Tuition Waiver benefits.
• If employee voluntarily separates employment with the College within a 12-month period immediately after reimbursement, the employee is responsible for repayment of the amount of reimbursement provided by ICC within that 12-month period. For example, if an employee is reimbursed $600 on January 1 and separates employment on July 1, the employee is required to reimburse ICC $600 at separation. Exceptions may be granted upon approval of the President.
• Reimbursement will be made based on satisfactory progress as defined the by the institution in which the employee has been approved to attend.

Scope/Applicability

This policy applies to:

• Full-time non-bargaining unit salaried and hourly employees. Externally (grant) funded employees are not eligible for this program.
• Full-time faculty refer to the Tuition Reimbursement Program section of the Faculty Forum Contract.

Procedures

1. Eligible employee completes the Tuition Reimbursement Request Form and submits the completed form for review and approval. Deadlines for receipt for approval are: Those submitted after the deadline will be held until the following term. Requests will be considered for two prior semesters only.
   • Spring/Summer term - August 31
   • Fall term - January 31
2. Manager will review and approve or deny approval. If denying approval, Manager will meet with the employee to communicate the reason for denial. Approved forms are forwarded to the Human Resources Department.
3. Approved forms received into the Human Resources Department are filed in a pending reimbursement file.
4. Upon successful completion of the course(s), employee submits the following to the Human Resources Department for processing reimbursement:
   Note: official transcripts are required at the time of degree or credential completion.
   • Proof of payment of tuition by providing a copy of the statement marked paid from the college or university attended, a copy of the receipt for payment or a copy of the cancelled check (for auditing purposes); and
   • A copy of the grade receipt or unofficial transcript which indicates successful completion of the class(es).
5. Human Resources will match the Tuition Reimbursement Request Form with the proof of payment items referenced in item 3 above and create a Memo for Payment that includes:
   • The correct academic term;
   • Employee group;
   • The amount for reimbursement.
   Note: Requests for reimbursement must be requested for processing by end of business on Monday or it won’t be processed until the following week. The employee will receive email notification when the reimbursement has been processed by Accounts Payable.
6. The Human Resources Department dates and files all Tuition Reimbursement requests at the end of the term after all requests for reimbursements have been made.