Procedure IV.4000.P.a, Tuition Reimbursement

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Purpose

The College will reimburse active, full-time, employees who have completed six (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 related charges up to $1,800 each fiscal year.

Associated Policy

Policy IV.4000.P, Tuition Reimbursement

Procedure  

  • Employees may receive up to $600 for each reimbursement period, not to exceed $1,800 each fiscal year. Reimbursement will be allocated and distributed on a first come, first served basis.
  • Reimbursement funds will be budgeted each fiscal year or as authorized by the Board of Trustees.
  • For credit courses, reimbursement will be paid after classes are completed and a grade of “C” or better has been awarded. For continuing education (CE) courses, reimbursement will be made after classes are completed and the requirements of the class have been mastered or the CE credits have been awarded.
  • Reimbursement will not be paid for auditing courses.
  • The cost of books, supplies, and related charges are covered as long as a receipt for payment is provided. 
  • 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 tuition will be waived; however, the Registrar's office must be notified of residency status prior to payment of tuition and any related charges.
  • Funds are not available for family members.
  • Employee tuition cannot be paid or reimbursed from the College’s departmental budgets.
  • Free courses do not fall within this procedure.
  • Courses paid for by grants or scholarships are not eligible for reimbursement under this procedure.
  • Reimbursements must occur within the fiscal year in which classes are taken.
To receive tuition reimbursement, employees must follow the following steps:
  1. As soon as the employee registers for the course(s), he/she must complete and submit an Employee Tuition Reimbursement Form to Human Resources, Benefits. All forms will be logged by date of receipt to assess the potential reimbursements requested. As the submitted forms near the allotted dollar limit, Human Resources, Benefits will notify the employee that reimbursement may not occur due to limited funds.
  2. Employees must submit grades or CE requirements to Human Resources, Benefits by the deadlines listed below:
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.

Date of SLT Approval:

December 7, 2021

Effective Date:

Anticipated February 1, 2022

Associated Policy:

Policy IV.4000.P, Tuition Reimbursement

Primary Owner of Policy Associated with the Procedure:

Vice Chancellor, Human Resources, Organizational and Talent Effectiveness