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Procedure 4-14: Tuition Reimbursement

  1. INTRODUCTION
    San Jacinto College will reimburse active, full-time, employees who have completed 6 months of continuous service at the time of enrollment for classes taken at San Jacinto College. Subject to the availability of funds, the College will reimburse tuition and fees up to $1200 per fiscal year.
  2. PROCEDURE
  • $600 reimbursement per employee per reimbursement period, not to exceed $1200 per fiscal year for one employee. Reimbursement will be allocated and distributed on a first come, first served basis.
  • Reimbursement funds will be budgeted in the amount of $50,000 per fiscal year.
  • For credit courses, reimbursement will be paid after classes are completed and a grade of 'C' or better has been awarded. For continuing education courses, reimbursement will be made after classes are completed and the requirements of the class have been mastered or the CEU credits have been awarded.
  • Reimbursement will not be allowed for auditing courses.
  • The cost of books, supplies and fees are covered as long as a receipt for payment is provided. 
  • Late fees, installment fees and add/drop fees will not be reimbursed. 
  • It is at the discretion of leadership whether an employee may be released during normal working hours to attend a class. The adjusted schedule must account for the total hours required for the employee’s position.
  • Out of district fees will be waived; however, the Registrar's office must be notified of residency status prior to payment of tuition and fees.
  • Funds are not available for family members.
  • Employee tuition cannot be paid or reimbursed from SJC departmental budgets.
  • "Free" courses provided through the Interactive Learning Centers or Employee Wellness Programs do not fall within this procedure.
  • Courses paid for by grants are not eligible for reimbursement under this policy.
  • Reimbursements must occur within the fiscal year in which classes are taken.

To receive tuition reimbursement, the following procedures must be followed:

  1. An Employee Tuition Reimbursement Form should be completed and submitted to Human Resources as soon as the employee has registered for the course(s). All forms will be logged by date of receipt in an attempt to assess the potential reimbursements requested. As the submitted forms near the allotted dollar limit, the employee will be notified that reimbursement may not occur due to limited funds.

Click here to access the form.

  1. In compliance with the chart shown below, employees must submit grades or CE requirements to Human Resources by the deadline listed.

Reimbursement Period

Deadline to Submit Grades

Period 1

January 15

Period 2

May 17

Period 3

August 15

 

Grades submitted after the deadline date may not be processed until the next reimbursement period and only if funds are available. The date of the original submission (step 1) and the date of grade submission (step 2) will be considered in determining the order of reimbursement until all available funds are expended. Tuition reimbursement may not cross fiscal years.

Procedure #:

 4-14

Procedure Name:

 Tuition Reimbursement

Pages:

 3

Adopted Date:

 April 11, 2003

Revision/Reviewed Date:

 July 27, 2004; July 15, 2005; December 15, 2014; and January 29, 2016

Effective Date:

 April 11, 2003; July 27, 2004; July 15, 2005; December 16, 2014; and January 29, 2016

Associated Policy:

 IV-E-16 Policy on Tuition  Reimbursement