VCOM Institutional Policy and Procedure Manual

VCOM Policies and Procedures

Policy #U003

The reimbursement request must include: • The VCOM Purchase Request and Reimbursement Approval Form signed by the employee’s budget manager. The form should clearly specify the course for which reimbursement is being requested. • An unofficial copy of the employee’s transcript documenting the course completed and the grade earned for the tuition and fee reimbursement being requested. • Receipt(s) documenting proof of payment of tuition and required course-related fees. o Further documentation may be required when requesting reimbursement for required course-related fees. Upon receiving the reimbursement request from the employee, the Director for Human Resources will review it for completeness. If the request is incomplete, the Director for Human Resources will notify the employee of the missing required documents. Failure to submit any of the required documents will result in an incomplete request and reimbursement will not be considered until complete. Once a complete reimbursement request has been received, the Director for Human Resources will submit it to Accounts Payable for processing. Under the terms of the Educational Aid Agreement, employees enter into a service agreement and agree to remain continually employed at VCOM for a minimum of three (3) years (or period defined by the Educational Aid Agreement) following the completion of the last course for which they received reimbursement. The minimum period may be extended based on the degree and cost to the institution. This commitment ensures that the investment in professional development directly benefits both the employee and the institution. If employment with VCOM is terminated before the employee completes the required agreed upon service period, the employee is required to repay VCOM according to the below on the day employment is terminated: • For those who do not remain continually employed with VCOM for any portion of the required agreed upon service period, the full amount of tuition and fee reimbursements received becomes due and payable toVCOM on the day employment is terminated; or • For those who remain continually employed with VCOM for a portion of the required agreed upon services period, a pro-rata amount of the tuition and fee reimbursements received becomes due and payable to VCOM on the day employment is terminated, calculated as follows: Length of Service Period Pro-Rata Calculation: Full Amount Less 3 Years One Thirty-Sixth (1/36) for each full month of employment completed during the 3-year period. 4 Years One Forty-Eighth (1/48) for each full month of employment completed during the 4-year period. 5 Years One Sixtieth (1/60) for each full month of employment completed during the five-year period. 6 Years One Seventy-Second (1/72) for each full month of employment completed during the six-year period. *Other periods will be calculated as needed. Exceptions to the repayment obligation may only be granted by the President and are considered on a case-by-case basis. 7. SEPARATION OF EMPLOYMENT PRIOR TO COMPLETING THE AGREED UPON SERVICE PERIOD

VCOM Employee Educational Aid Program Policy and Procedures

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