Agenda - Council Work Session - 11/28/2023

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• Department Heads are responsible for providing the Human Resources Manager with records on all employee training done at City expense; upon request a report will be prepared which documents training received and funds expended. Post-secondary Tuition Reimbursement Tuition reimbursement shall be defined as eligible costs incurred as a result of attending a post- secondary accredited educational institution; typically classes or courses are completed during one half of an academic year for up to 18 weeks. With pre-approval, regular City employees are eligible to participate in tuition reimbursement. However it is the expectation of the city of Ramsey that new hires come to the City fully qualified for their position. Therefore,post-secondary tuition reimbursement shall not be provided during an employee's first year of service. Completion of additional education is not a basis for requesting a salary increase. Courses should be taken outside of work hours; however, when unavoidable courses may be taken during the work day with prior approval from the Department Head. Employees wishing to utilize the City's tuition reimbursement funds must: 1) submit a request via a "Pre-Approval for Tuition Reimbursement" form prior to registration of classes; this process should be completed prior to the applicable annual budget process, and 2) submit a reimbursement request form after successful completion of classes; employees should be aware of the following key points • Employees attending an accredited college or university or post-secondary classes at accredited colleges, universities, and vocational/technical institutes can apply for City reimbursement for 50% of the cost of tuition, books and course specific fees, including technologies fees; non-reimbursable fees include fees for supplies, transportation, student activity fees, late registration fees, school entrance fees, and graduation fees. • In order to be eligible for reimbursement, the degree program or classes must be deemed by the Department Head, City Administrator, and Human Resources Manager to be job-related and a benefit to the employer before the employee registers for the class. • Reimbursement will only be made upon receipt of a "C" or better for the course. • Reimbursement will also be made when employees elect to take classes on a Pass /Fail or Credit/No Credit basis, subject to receipt of successful completion. • Employees seeking reimbursement must present a paid fee statement and grade transcript in order to receive reimbursement. • Reimbursement for classes taken at private institutions shall not exceed the tuition charged by Minnesota State Colleges and Universities. • Reimbursements are on a first come, first served basis and shall not exceed the department budget. • In the event a department receives reimbursement requests that exceed its budget allocation for education reimbursement, the Department Head and City Administrator shall have the discretion to apportion the available funds, including the discretion to refuse reimbursement. • In the event an employee leaves the City's employment, any reimbursement for education received during the 12 months prior to leaving must be returned to the City. • Reimbursements will be made through payroll as either a non-taxable reimbursement or taxable reimbursement; contingent upon current IRS guidelines. 58 Page