R9S-Discuss- Reevaluation Of Tuition Assistance Policy For CMB Employees -Tobing MIAMIBEACH
OFFICE OF THE MAYOR AND COMMISSION
MEMORANDUM
TO: Jimmy Morales, City Manager
FROM: Ed Tobin, Commissioner
DATE: November13th,2014
SUBJECT: Agenda item for November 19th, 2014 City Commission Meeting
Please place on the November 19th City Commission Meeting a discussion regarding
reevaluation of City of Miami Beach Tuition Assistance Policy for City of Mlami Beach
employees,
Attached please find:
. Current City of Miami Beach Tuition Assistance Policy. Miami- Dade County Tuition Refund Programo City of DoralTuition Reimbursement Policy. Emailfrom Sylvia Crespo, Human Resources Director and City Manager, Jimmy
Morales dated July 1 1tn,2014
lf you have any questions please do not hesitate to call our office.
Best Regards,
Dessiree Kane
on behalf of Commissioner Ed Tobin
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We ore cammiteC to provrdrng exceilenl purbl;c seruice orid s*b4r to oil who !i'te. vw& ond pioy tn avr vib*nt. kopical. histortc ca,,nmunity.
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CITY OF IUIAI\il BEACII PROCEDURE# 6.3O,00
TI"IITION ASSISTAIfCE POLICY
OBJECTIYE
The objective ofthis policy isto encourage cmployees to continue their edu*ation as part ofthe City's e{forts.
PLTRPOSE
To define procedures for the furm, approval, and disbursement offunds forTuition Assistance in order to encourage qualified employees to pursre formal
education that will irnprove their skills and abilities for the position which the employee was hiredto perform or to qualifu him/her for career advancement
rvithin rhe City's service.
trII{PLOYEE ELIGIBILITY
Tuition Assistance is available only to:
I. Full time City ofMiami Beach employees who have completcd theirprobalionary pcriods, or forunclassified employees rvho have aminimum of
six (6) nronth's ofcontinuous service. (Time served in a ProvisionaVlemporary status is excluded.)
PROCTDURE
l Requests for Tuition Assistance are made through the Tuition Assistance Request Form. The employee initiates the request by completing and
signing the Tuition Assistance Request Form and by submitting it to the Human Resources Department with the studenl's Declared Major and
CoreCurriculumfromiheAcademicAdvisorfortherequiredcoursesforthatmajor. TheTuitionAssistanceRequestFormsareavailableatthe
Human Resources Department and through the City's Intranet by clicking on the follorving options: HR"/Labor button, Forms Central, Tuirion
Reimbursement Form. In fhe case cfnon-degrse sesking (certificate, technical, trade or adult education) courses there no Core Curriculum is
prorided the employee must zubmit the requirenrenls for certification.
2. The form is submitted to the applicant"s immediate supervisor &r approval by the Supervisor, and the Department Director.
Only courses specified in tte Core Curriculum for the Declared Major or Certificate Program rvill be approved. In order for a course to be
approved it must meet the following *iteria:
l. Provide training p,hich will improve the services which the employee rvx hired io pcrform or *ould be relevant for the employee's
career development or advaneement within the City.
2. The course must not be available though the regular City ofMiami Beach Training Program.
3. The course must not be by correspondencc, and it mu*t not be a seminar.
Thc Cifv Resen'es the rieht to revierv all Tuition Arsistance reqursls to ensure the reouest meets the Cit ' needs.
3. The form is then submitted to Human Resources for approval. Once approval (or disapproval) is indicated by Human Resources, one copy ofthe
form rvill be returned to the employee.
TI{E STGNEp TIJTTION ASSISTATIiCE REO1TEST FQRlvt A}[D CORE CURRICLLTftI OF TIIE DECLARpD MAJOR OR
CERTITICATE PROGRAM MI'ST BE APPROVED BY THE HUMAN RESOTIRCES DEPART}TENT PRIOR TO TIIE
FIRST DAY OF CLASS.
NOTE: IF AN EMPLO}IEF CIIANGES HIS/HER DECLARED MAJOR AFTER APPROVAL OF THE TTIITION
&SSISTANCE REOUEST FOR\{. THE Eirt?LOYEE NEEDS TO SI"IB}IIT A NEW TIIITION ASSIST^{I\iCE REOUEST
FORrlr FOR EACIr NEW MAJOR BEFpRE $UBMITTING GRADES FOR REII,IB{"TRSEMENT.
4- Upon obtaining necessary approvatg the employee agrees to stay in the employ ofthe City for a period ofone year after the completion ofthe
course that had been funded through tuition assistance, or repay the Tuition Assistance receired during this period. The Employee may repay the
City directly or agree that the City may debit their last paycheck or leave settlement.
If the employee resigns or is terminated for any reason, prior to receiving reimbursement fora completed cou$e (s), there shall be ao obligation
on the part of the City to reimburse any part of the tuition.
REIMBURSEIVIBNT
The Cily wiil reimburse only one (l) course per semesterltrimester/quarterequivalentto three {3) Creditsforatotal oftrrclve (12) Cmdits percalendaryear
for degree/non-degree seeking students. Reimbursement is for tuition only. No Tuition Assistance is paid for the cost of books, labs, special andlor
additional fees, supplies, transportation, or other expenses. No Tuition Assistaace rvill be paid prior to the successful completion ofan approved specific
course.
The City reserves the right to determine and amend the number ofcourses, the nu$ber ofcredit hours, and the amount ofreimbursemenl for each school
semester.
The reimbursernent rates are as follorvs:. Approvcd Undergraduate Community College courses and Non-Credit/Cenifrcate courses rvill be reimbursed at an amount not exceeding
$ I 58.25.. Approved Undergraduate University courses rvill be relnbursed at an Bmount not exceeding $251.16.. Approved graduate courses will be reimbursed at an amount not exceeding $531.15.
In order to respive reimbursemenl for a course. the applicant must meet ihe following criteria:
1. Applicants must successfiilly complete their course , Successful sompletion ofa course will mean a grade of "C'or better; or'uPass" if passlfail
coulse.
2. If, in the case of certificate, technical, or adult education cours6$ where no grade is given will mean. then the employee must submit
documentationofsuccessfulcompletionofthecourse(e.g.,a"CertificateofCompletion"includingnumbcrofhoursattended.) forpre-approved
courses.
3. Upon completion ofthe courses the final olEeial grade along with the Paid Receipl (on official institution stationary) should be submitted tc the
Iluman Resources Departrnent priorto 30 days after course completion. If the employee fails to provide the City rviththis information, no
reimbursement will be issued" A&er the 30 days expire there shall be no obligation on the part of the Citv to reimburse any part of the tuition.
4. If an employee changes his/her declared major a&er approval of the Tuition Assistance Req[est Fcrm and does not submit a neu' form before
submitting grades for reimbursem€nt there shall be no obligaticn on the pa* of the City to reimburse any part of the tuition.
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RESOLUTION No.08 - 136
A RESOLUTION OF THE MAYOR AND THE CITY COUNCIL OF
THE CITY OF DORAL, FLORIDA ADOPTING THE CIW OF
DORAL TUlTloI{ REIIIIBURSEMENT POLIGY; AND PROVIDING
FOR AN EFFECTIVE DATE
WHEREAS, the City of Doral City Council seeks to esiablish a tuition
reimbursement policy for City of Doral employees; and
WHEREAS, said policy would provide for employees with enhanced skills,
professionalgrovrrth within the City and the continued provision of excellence to lhe Cig's
residents; and
WHEREAS, Staff respectfully requests that the City Council adopt the City of Doral
Tuition Reimbursement Policy as presented in Exhibit'4.'
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CIW
OF DORAL AS FOLLOWS:
Section 1. The City Council of the City of Doral hereby adopts the Cig of Doral
Tuition Reimbursement Policy as presented in Exhibit'A."
Section 2. This Resolution shalltake effect immediately upon adoption.
[Section Ieft blank intentionally]
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The foregoing resolution was offered by Councilman Van Name who moved its
adoption. The motion was seconded by Councilman Cabrera and upon being put to a
vote, the vote was as follows:
Mayor Juan Carlos Bermudez
Vice Mayor Michael DiPietro
Councilman Pete Cabrera
Councilwoman Sandra Ruiz
Councilman Robert Van Name
PASSED and ADOPTED this 'l0th day of December, 2008.
ATTEST:
HERRERA,
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY;
Yes
Absent
Yes
Yes
Yes
OS BERMUDEZ, MAYOR
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EDUCATION REIMBURSEMENT PROGRAM
Chapter Yl, Rule 6.7
Employee Policies and Procedures Hanual Effective Date: December I1,2008
Category: Employee Benefits City Manager:
Yvonne Soler-McKinley
The City of Doral's Educational Reimbursement Program (ERP) is established to provide educational assistance to
full-time employees voluntarily participating in training or educational programs designed to strengthen their
abilities which can directly benefit the City's operations, actiyities, and obiectives. The program is also established
to improve the employee's job performance and professional developmeng and to qualify him/her for career
advancement within rhe Cit/s service.
(a) ELIGIBILITY
Education reimbursement is available only to full-time employees who have completed six
months of continuous rervice with the City of Doral.
l. Upon the availability of funds, che City will reimburse full-time employees seeking job-related degrees
which are offered by institutions accredited and recognized by the United Sates Depan:ment of
Education,
2. Bachelods degrees and Master's degrees will be paid at a bachelor's rate of a state of Florida university.
3. The courses musr be related and relevant to the skills required for the employee's field of work
(b) PROCEDURE
L Employees desiring reinbursement of courses need to submit a compteted- Edacatlan Reinrbursement
Program Participotion form to their Department Director, stating the purpose of the education or training,
the degreelcertificate soughe total number of classes for which reimbursement is desired, and the
estimated comple$on date.
2. The Employee must provide copy of curriculum and class schedule as supporting documentation attached
to rhe Edocation Reimbursement Program Partkipotion lorm.
3. The Department Director will reyiew and approve ttre request for participation and forward to the
Human Resources Department for review.
4. The Human Resources Department will reyiew the Educotion Reirnbursernent Program Porticipotion form
with supporting documentation and determine if the employee meets the criteria for participation.
5. Upon the Human Resources recommendation, the City Manager will evaluate the request and
either granr or deny the requesc
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7.
Upon approval by the City Manager, the employee shall pay hislher tuition at the time of enrollmene
School parking decals and labs associated with a class required for the degree will be reimbursed by the
City. All other materials such as the cost of books, school supplies, special or additional fees, supplies,
transportadon, or orher expenses shall be the employee's responsibility.
Upon completion of the approved course(s), the employee will, within 30 calendar day, present the paid
receipt for tuition, with the transcripts to the Deparrment Dirertor.
The Department Director will review the transcripts and complete a Personnel Action Form {PAF)
indicating approval to proceed with reimbursemene The FAF form must be submitted to the HR
Director with the ranscripts and paid receipts for reimbursement
The HR Director will review and approve the PAF and forward it to the City Manager for reimbursement
approval.
Upon approval from the City Manager, the PAF will be submitted to payroll for processing.
PAYMENT
The amount payable for such reimbursement shall be based upon and not exceed the established credit
hour rate of tuition as charged in the state university system at the time enrolled, regardless of the
employeds election to attend a private universiry or college. Upon employee's successlul completion of
approved course, the payment. schedule will be based on grades received by the employee as follows:
a) Grade A = 100% Reimbursement
b) Grade B = 75% Reimbursement
c) Grade C = 50% Reimbursement
d) Grade D = 0% Reimbursement
The City will reimburse two classes per semester for a maximum of six classes per fiscal year.
Employees shall disclose to Human Resources all financial assistance (scholarships, grants, stipends,
waivers, discounts, fellowships, military and veterans' bene{its) and other non-relundable financial
assistance received to pay tuition costs. The combined total linancial aid assistance and the City's tuition
reimbursement shall not exceed 100% of the tuition cost.
Employees receiving educational reimbursement will be required to sign an agreement which will stipulate
that the employee will remain in City ernployment for a minimum one ( l) full year after their last tuition
re,mbursement Separation prior to one full year will result in the employee reimbursing the City all
tuition reimbursements received during hlslher final year of employmen
In the event that employee's final paycheck is less than the amount to be reimbursed and employee fails
co reimburse the City within thirty (30) days, the services of an amorney required to collect such
re{und, such atrorney's fees and court costs shall be added to the reimbursement owed co the City.
lf the employee is terminated for cause, prior to receiving reimbursement for a completed course(s),
there shall be no obligation on the part o{ the City to reimburse any part of the tuition.
An employee who is laid off through no fault of the employee, after the employee begins a pre-approved
course will not affect eligibility for tuition reimbursement benefits for thar semester.
The City reserves the right to determine and amend the number of courses, the number of credit hours,
and the amount of reimbursement for each school semester.
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MTAMT.DADEXffi$ffiW
Administrative Order No,: 7-4
Title: Tuition Refund Program
Ordered: 1116t2O03 Ef&ctive: 11t16t2003
AUTHORITY:
Section 4.02 of the Miami-Dade County Charter and Section 2.28 of the Miami-
Dade Gounty Code.
SUPERSEDES:
This Administrative Order supersedes Administrative Order No. 74, dated July
25, 1995.
POLICY:
It is established County policy, approved by the Board of Coun$ Commissioners
on August 27, 1963, to promote a program encouraging County employees to
improve their effectiveness by obtaining additional training. This program
provides that employees enrolled in accredited educational institutions may be
reimbursed for 507o of tuition co$ts, for approved coursework which will enable
them to improve their perfonnance in their current positions and prepare them fior
increased responsibilities.
Tuition is the fee for instruction and lab fees only, and does not include
textbooks, exams, audit fees, or any other expenses.
QUALIFICATIONS:
All employees who take "approved' coursework and achieve a grade that is "C"
or higher and is acceptable by the schoolas a passing grade, will be entitled to a
refund of 50% of tuition costs upon completion of the course.
Employees receiving financial assistance including scholarships, fellowships,
grants, and/or Veteran's benefits, will be eligible for a refund of 507o of tuition
costs after the financialassistance has been applied to the tuition costs.
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ELIGIBILITY OF EMPLOYEE:
All full-time career employees are eligible for participation in the Tuition Refund
Program if the following requirements are met:
(a) Completion of 13 pay periods of fulltirne employment with the County.
(b) An overall evaluation of 'satisfactory" or higher on the latest employee
performance evaluation preceding the beginning of classes.
Exception: An employee whose latest overall evaluation is less than
"satisfactory" may be eligible for Tuition Refund for coursework that relates
to specific areas of weak performance.
(c) Exempt employees must have received a satisfactory rating from their
supervisors on the latest performance review.
ELIGIBILITY OF COURSEWORK:
Guidelines for establishing eligible coursework are as follows:
(b)
{a}
(c)
(d)
Degree and certification programs at accredited institutions which relate
directly to career opportunities within Miami-Dade County are eligible
for approval.
For those employees who have been approved for a degree program, all
general education courses specilically required by the school will be
approved.
All other coursework will be considered on a course by course
determination.
Employees who have applications on file on the effective date of this
Administrative Order, and who otherwise. meet eligibility requirements,
shall have their applications considered herewith.
All courses must be taken outside of working hours unless the employee's
Department Director approves the use of annual leave, compensatory
time, or holiday leave. lf Administrative Leave is granted to take a course
during working hours, no Tuition Refund will be granted.
On-line lnternet courses and programs provided by accredited
Florida-based educational institutions are eligible for tuition
reimbursement. For on{ine lnternet courses and programs at
accredited educational institutions not based in Florida, the Tuition
Refund Appeal Board will review requests for reimbursement on a
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case-by-case basis. The Employee Relations Department must
receive such requests at least 30 days prior to the start of the
course 0r program.
TUITION REFUND COORDINATOR:
The Employee Relations Department Tuition Refund Coordinator shall maintain
program oversight responsibilities to include the following:
(a) Resolve any problems or discrepancies with the interpretation of
Admi n istrative Order 7-4..
(b) Review all supporting documents submitted by the departments to ensure
proper accountability for refu nd disbursement.
(c) Calculate the 50% refund.
(d) Approve and submit all refund requests for final disbursement.
{e) Resolve problems and issues affecting the program.
(0 Process appeals as required.
DEPARTMENT DIRECTOR:
The Department Directors shall be responsible for verifying that all approved
coursework is in compliance with Administrative Order 7-4, as well as all other
aspects of the program. Department Directors shall approve or disapprove all
reimbursements for degrees, programs, and courSework for employees within
their departments in accordance with Tuition Reimbursement Program policies
and procedures.
OBLIGATIOH:
All emptoyees receiving reimbursement under this program will be obligated to
remain in the employ of the County for a minimum of one (1) year following
completion of the coursework. Employees terminating from the County service
prior to the expiration of this period will reimburse the County for refunds
received during the final year of employment through deductions from their final
payroll check. lf the final paycheck is insufficient, the employee will still be
responsible for the reimbursement. No reimbursement will be required of those
employees who have been laid off and have been previously approved for
coursework. lf the employee is deceased, no reimbursement will be required
from the family of the employee.
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APPLICATION PNOCEDURE:
Unless otherwise indicated in this Administrative Order, employees desiring to
participate in the Tuition Refund Program shall submit to their Department
Director an application for courseworltldegree approval no later than thirty days
following the start of classes.
COURSHWORK DEGREE REVIEW AND APPROYAL:
The Department Director shall approve or disapprove the employee's request
afier verifying the employee's eligibility for participation in the program.
{a) For Approval
After the Department Director approves the request, a copy of the original
application is retumed to the employee advising them of the approval.
{b} For Disapproval
lf the Department Director disapproves the application, he or she shall advise the
employee of the reason for the rejection no later than 30 days from the date of
the receipt of the application.
REIMBURSEMENT:
All approved applicants will submit a request for reimbur$ement, along with
tuition receipts, official grade notifications, and all supporting documentation, to
their Department Director no later than thirty days from the receipt of the grades.
The Departments shall submit to the Tuition Refund Coordinator all applications,
whether approved or disapproved, with the supporting documents for final review
and reimbursement approval.
PENALTIE$:
Should an employee submit documentation which the employee knows is false or
intentionally misleading in order to receive benefits for which the employee is not
entitled, the employee will be deemed ineligible to continue to pa*icipate in the
tuition reirnbursement program and must repay Miami-Dade County for any
tuition reimbursements received while in the Coun$s employ. The employee
may be subject to further disciplinary action, including, but not limited to,
dismissalfrom the County service.
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APPEALS:
Any applicant may appeal the action taken by the Tuition Refund Coordinator or
the Department Director by subrnitting a written statement to the Coordinator
within 30 days from the day of the action describing how and why the course in
question is in compliance with the guidelines and intent of the program. The
Tuition Refund Appeal Board will convene on a monthly basis as necessary to
review all appeals. This committee shall consist of three permanent members: a
representative from the Employee Relations Department Career Development
Division; Personnel Services Division; and Administrative Services Division. The
Coordinator shall be responsible for notifuing the applicant of the Appeal Board's
decision.
This Administrative Order is hereby submitted to the Board of Coun$
Commissioners of Miami-Dade County, Florida.
George M. Burgess
County Manager
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Kane, Dessiree
From:
Sent:
lo:
Cc:
Subject:
Team
Morales, Jimmy
Friday, July 11, 2014 7:11 AM
Crespo-Tabak, Sylvia
City Wide
Re: FIU MBA and MPA lnformation Session
I want to strongly encourage you to take Sylvia up on this offer. I firmly support further education and training for staff. I
have seen first hand public sector employees that use this opportunity to finish or obtain a degree, and then go on to
even higher employment in government. lt is also good for the organization to have talented, motivated individuals. So
if you just deleted her email the first time, give it a second thought. Thanks
Jimmy
Sent from my iPad
On Jul 10, 2014, at 6:26 PM, "Crespo-Tabak, Sylvia" <SvlviaCresp_o-Tabak > wrote:
lf you're interested in furthering your education, the time to do ssmething about it is now! Check this
out.
MIAI\*IffiE&SH
$ylvla Gre*po-Tabak, Human Resources Dlrector
Human Resources Department
1700 Convention Center Drive, Miami Beach. FL 33139
TeL 305{73-7524 I Fax:786-3944070
sv lvi ac re s p o-tab ak@.n i Wi b e a chll. qotl
We are committed lo pnviding excellent public sevice and safety to all wtto live, w* and play ia our vibrunt, tropical, hisloric communily
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