Learning Management

Purpose of Process (also see how HRnetSource can help):

To provide a benefit that helps to attract and retain valuable employees, to promote the development of employees, and to ensure fair, equitable, and efficient processing of employee tuition reimbursement.

Recommended Steps in the Process:

1. Employee requests educational assistance. The request should be made well before the semester begins.
   
   
2. Employee completes the Tuition Reimbursement Request form, justifying how the degree program is mutually beneficial to the company and employee. As an option, an Educational Expense Reimbursement Agreement can be required if the company is concerned about employees terminating shortly after completing their education.
   
   
3. If approved, the employee's management signs the tuition request form indicating their approval.
   
   
4. The Tuition Reimbursement form is sent to Human Resources for concurrence and to ensure that the request complies with the policy (see sample Tuition Reimbursement Policy).
   
   
5. The manager notifies the employee of the approved request, so the employee can enroll in the educational program.
   
   
6. HR keeps the Tuition Reimbursement form in the employee's personnel file and sends copies of the approved documents to the department manager.
   
   
7. Upon completion of the course, the employee sends a copy of their grades ("C" or better) and the tuition receipts to HR. Copies are kept in the employee's personnel file.
   
   
8. HR sends the grades, tuition receipts, and a copy of the Tuition Reimbursement form to the Accounting Department for reimbursement.
   
   
9. The Accounting Department sends the reimbursement check to the employee.

Process Tips:

Tuition reimbursement is another benefit highly valued by employees, especially those who are career-oriented. This program can help retain valued employees.

The Federal government has repeatedly changed the taxability of this benefit in the past. Check with your company's tax expert to determine the current regulations.

Alternative Process:

• Employee completes a tuition advance form and submits to HR along with a copy of the tuition bill (and the other forms) for the coming semester.
  
• HR signs and forwards the tuition advance form to the Accounting Department.
  
• Accounting sends the employee an advance equal to 80% of the tuition expense.
  
• The remaining 20% will be paid when the employee submits the course grade of "B" or better to HR, who keeps a copy in the employee's personnel file and sends the original grade to the Accounting Department.
  
• If an employee terminates from the company, other than due to a reduction in headcount (layoff), prior to completion of the course and submission of a grade of "B" or better, the Accounting Department will take appropriate steps to recover the 80% advance from the employee.

How HRnetSource™ Can Help:

Use HRSource™ to record the tuition requests, tuition reimbursement amounts, and the courses that the employee requested.  Completed training and courses can be viewed by both the manager and employee in SelfSource™.