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G-03-05-22-10C1 - 5/22/2003ORDINANCE NO. & - 03 -C -J a - J O CI AN ORDINANCE AMENDING SECTIONS 8.02 AND 8.05 OF THE HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL, CONCERNING ORGANIZATIONAL LEARNING & DEVELOPMENT AND THE EDUCATION ASSISTANCE/REIMBURSEMENT PROGRAM; AND PROVIDING FOR A SAVINGS CLAUSE AND REPEALING CONFLICTING ORDINANCES AND RESOLUTIONS. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS: I. That Section 8.02 of the Human Resources Policies and Procedures Manual of the City of Round Rock, Texas, is hereby amended to read as follows: HUMAN RESOURCES POLICIES AND PROCEDURES 8.00 PROFESSIONAL DEVELOPMENT 8.02 Organizational Learning & Development PURPOSE To promote a high standard of performance and service through the empowerment of competent, well-trained employees. POLICY The City will provide appropriate training for City employees. All training must be directed toward skill development, enrichment, and/or performance improvement. Such training is recognized to be in the best interests of the employee and the City. Human Resources is responsible for coordinating and sponsoring City-wide training for areas of development deemed necessary for all or a large portion of City employees. Each Department can establish training for their specific needs. TYPES OF TRAINING In -Service Training sponsored and/or conducted by the City. External Training, both job-related and elective, conducted by agencies or organizations other than the City. 1. Required job-related external training must be directly related to improving the employee's job performance or job skill development and must have prior approval of the Division Manager and Department Director. The City requires the employee's attendance and participation in job-related external @PFDeSktop\: : ODMA/WORLDOX/O:/WDOX/ORDINANC/030522C1.WPD/vr EXPENSES RELATED POLICIES training. An example of job-related external training would be job -required certificates. 2. Elective external training may be taken by the employee to improve eligibility for career advancement and/or development, but is not required by the City. Conferences, seminars, annual meetings, certification courses and exams not offered by an academic institution are all examples of elective external training. Such training must have prior approval of the Division Manager and Department Director. Required Job -Related External Training Expenses must have prior written approval of the Division Manager and Department Director; sufficient funds must be available in the department's budget to cover the employee's expenses. Expenses incurred by the employee during job related out -service training, including tuition, travel, meals, and lodging will be reimbursed at established rates, as provided by Section 8.07 of this manual, when such training is required by the City. The employee will receive his/her regular salary while attending such training. Elective External Training Expenses, including tuition, fees, travel, meals, and lodging may be reimbursed at established rates, as provided by Section 8.07 of this manual, within budgetary limits provided that prior written approval of the Division Manager and Department Director has been secured. An employee may be asked to partially fund the cost associated with the elective training. 2.02 Salary Administration 8.05 Education Assistance 8.07 Travel Policy EFFECTIVE DATE Revised May 22, 2003 II. That Section 8.05 of the Human Resources Policies and Procedures Manual of the City of Round Rock, Texas, is hereby amended to read as follows: HUMAN RESOURCES POLICIES AND PROCEDURES 8.00 EMPLOYEE BENEFITS, LEAVE TIME AND SERVICES 8.05 EDUCATION ASSISTANCE/REIMBURSEMENT PROGRAM PURPOSE To provide guidelines for the City's Education Assistance/Reimbursement Program. POLICY The Education Assistance/Reimbursement Program in accordance with the Economic Growth and Tax Relief Reconciliation Act of 2001, amending 2 Section 127 of the Internal Revenue Code, is intended to provide financial assistance to employees who are seeking education and/or certification for career development and who are taking for -credit courses or certifications through an academic institution. Employees should contact the Human Resources Department to determine if a certification is covered under the Education Assistance/Reimbursement Program. The Education Assistance /Reimbursement Program is not intended to provide assistance for staff development training, job required certificates, or continuing professional education. While these are important functions that may support career development, these training activities are viewed as the responsibility of the employing department, the individual, or both. The Human Resources Department administers the program for all City employees. The City will pay/reimburse up to $2,500 per year for tuition and required, non-refundable fees for approved courses (the "Annual Maximum Reimbursement"). Examples of fees that are reimbursable include building use fees, activity fees, and lab fees. ELIGIBILITY Course and Certification Requirements • Courses must be offered at a school or institution that is approved by the Texas Education Agency (TEA) or nationally recognized boards of accreditation. • Courses must be offered on a for -grade basis. The student may elect to take the course "pass/fail" as long as the course may be taken for a grade. • The employee must complete the course with at least a grade of "C" for undergraduate courses and at least a "B" for graduate courses (or "pass" if taken as pass/fail). • Professional certifications sought must be received from an accredited school or institution. These certifications must be obtained in conjunction with a class provided by an accredited school or institution. A minimum grade of at least a "C" and/or certification is required in order to be eligible for reimbursement. Employee Eligibility • Regular employees budgeted for twenty (20) hours per week or more and who have successfully completed their introductory period of six months with the City prior to the beginning of the semester for which they are enrolling are eligible for education assistance/reimbursement. • No employee under disciplinary probation or suspension at the time of application or prior to the beginning of the semester for which they are enrolling will be eligible. • Regular employees in budgeted positions of at least thirty (30) hours per week are eligible for one hundred percent (100%) of the Annual Maximum Reimbursement. 3 • Regular employees in positions budgeted for twenty to twenty-nine (20 - 29) hours per week are eligible for sixty percent (60%) of the Annual Maximum Reimbursement. • Employees in positions budgeted for less than twenty (20) hours per week are ineligible for education assistance/reimbursement. TERMS AND CONDITIONS The following terms and conditions apply to the City's Education Assistance/Reimbursement Program: • Employees may receive payment/reimbursement for all tuition and required, non-refundable fees for approved courses. Cost of living expenses, books, equipment, materials, travel, parking, and non -required fees are not reimbursable. • Funds must first be approved by the City Council and will then be distributed on a first-come, first -serve basis depending on the fiscal year funding. • Employees who receive the education assistance payment prior to completion of the course or certification and who do not earn at least a grade of "C" for undergraduate courses and at least a "B" for graduate courses (or "pass" if taken as pass/fail) will be required to refund the city for all Education Assistance payments received. This amount will be deducted from the employee's paycheck unless other arrangements are made. • Each educational assistance payment is conditioned upon the employee's continued employment with the City of Round Rock for a minimum of two years from the start of classes related to the reimbursement approved. With each new reimbursement approved, a new two-year employment commitment begins. • In the event that the employee resigns employment or is terminated for poor performance or misconduct prior to the fulfillment of the two-year employment requirement, the employee will be responsible for the full reimbursement of the assistance amount awarded. This amount will be deducted from the employee's final paycheck. In the event that the employee's final paycheck will not cover the full reimbursement of the assistance amount awarded, the employee and the City will enter into a repayment schedule agreement. SUBMITTING APPLICATIONS AND RECEIPTS The following steps should be followed when submitting an application for education assistance/reimbursement: • Applications for Education Assistance Payment/Reimbursement may be obtained from department heads or their designees, as well as the Human Resources Department and the City's Intranet. • Applications should be given to the employee's supervisor for review and approval. Once review and approval has been obtained from the employee's supervisor, the employee is responsible for routing the application for departmental approval, as necessary. Once necessary approval is obtained, the employee 4 REQUESTS FOR REIMBURSEMENT sends the application to the Human Resources Department prior to the announced deadline. • Applications must be submitted to the Human Resources Department by the last Friday of September (for fall semester courses), the last Friday in January (for spring semester courses), and the last Friday in June (for summer semester courses). • Applications for courses or certifications not offered on a semester basis must be submitted at least five business (5) days prior to the start of the course. • The Human Resources Department will notify the employee of approval or denial of the application within (10) working days from the date of receipt. • In certain cases, eligible employees may receive the Education Assistance Payment prior to completion of the course. • For tuition reimbursement, a final grade report and a paid fee receipt which shows the number of hours enrolled, title courses, and total tuition/fees paid must be received by the Human Resources Department no later than six weeks after course completion. Upon receipt of the grade report and fee receipt, the Human Resources Department will process the request for reimbursement. Below is the process for requesting an education assistance reimbursement or advancement, when applying for the City's Education Assistance/Reimbursement Program: • An education assistance payment may be paid to the employee prior to the course start date. The HR staff will evaluate each advance payment request on a case-by-case basis. • When requesting advanced payment for education assistance, the employee will indicate such on the application, along with the amount requested; and will also submit documentation stating the fees and tuition associated with the course. The option for advanced payment should be limited to special, extenuating circumstances. When the course has been completed, the employee will be required to submit all the pertinent information for verification, as provided below. • When requesting reimbursement payment for education assistance, the employee will indicate such on the application. Once the course has been completed, the employee will submit the information provided below. • Upon completion of the class or certification, the employee is required to provide Human Resources proof of course/certification completion, verification of grade and/or certification obtained, plus payment receipts associated with any applicable fees pertaining to the course. This information must be received within six (6) weeks after course completion. • Upon Human Resources' receipt of the above information, the Human Resources Department will submit a check request to Accounts Payable. If the employee does not receive a check the 5 SPECIAL LIMITATIONS Friday following submission of the check request or within seven (7) business days, the employee may contact the Human Resources Department for assistance. Certain specific limitations apply to the City's Education Assistance/Reimbursement Program. • Employees who leave City service, except for involuntary military assignment, prior to completing a course or prior to completing two years of service will have to reimburse the City for education assistance/reimbursement payments received. • Employees on layoff from a regular position who have applied for education assistance/reimbursement and have submitted the appropriate applications, fee receipts, and grades - and who have adhered to the time limits established - will receive their reimbursement if they are recalled for employment. Encumbrances, however, will be canceled after a one-year period. The one-year period will begin on the first day of class of the semester the employee applied for education assistance/reimbursement. • Costs of living expenses, book, equipment, materials, travel, parking, and non -required fees are not reimbursable. • For employees receiving tuition reimbursement from the Veterans Administration, scholarships, or any other source, education assistance/ reimbursement applies only to the net cost to the individual after deducting the amount of such outside aid. • Courses that provide the employee with job skills expected or required for their current job will not be paid for or reimbursed through this program. This includes job -required certificates. Refer to section 2.02 Salary Administration of this manual. • Conferences, seminars, annual meetings, certification exams, and certification courses not offered through an academic credit on a for -grade basis are excluded. Refer to section 8.02 Organizational Learning & Development of this manual. SCHEDULING OF CLASSES Whenever possible, courses should be scheduled during non -working hours. If a course is available only during regular working hours, the supervisor and manager of the employee are encouraged to allow flexible scheduling of work to allow completion of the employee's normally scheduled work hours per week. Final approval on flexible scheduling will be at the discretion of the department head. GED TESTING If an employee wishes to obtain a GED, the City will pay the base fee and also allow a paid day off to take the test. This will be limited to two tests per person. RELATED POLICIES EFFECTIVE DATE 8.02 Organizational Learning & Development 2.02 Salary Administration Revised May 22, 2003 6 III. A. All ordinances, parts of ordinances, or resolutions in conflict herewith are expressly repealed. B. The invalidity of any section or provision of this ordinance shall not invalidate other sections or provisions thereof. C. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Ordinance was adopted was posted and that such meeting was open to the public as required by law at all times during which this Ordinance and the subject matter hereof were discussed, considered and formally acted upon, all as Meetings Act, Chapter 551, Texas Government OtAA L READ and APPROVED,j on first reading , 2003. required by the Open Code, as amended. this the aa day of READ, APPROVED and ADOPTED on second reading this the day of , 2003. ST: NYLE City CHRISTINE R. MARTINEZ, City Secre 7 ary L , Mayor Round Rock, Texas DATE: May 15, 2003 SUBJECT: City Council Meeting — May 22, 2003 ITEM: 10.C.1. Consider an ordinance amending Section 8.02 Training, and Section 8.05 Tuition Assistance/Reimbursement Program of the Human Resources Policies and Procedures Manual. (First Reading) Resource: Teresa Bledsoe, Human Resources Director History: Funding Cost: Source of Funds: The Council adopted the current manual in November 2000. Policies and procedures are updated when business necessity reflects a need for such revisions. N/A Outside resources: N/A Impact/ Benefit: These revisions provide policies that are consistent with the best practices. Public Comment: Sponsor: N/A N/A