Education Reimbursement Policy

Objective

Tree of Life Open Bible Church (the “Company”)supports employees who wish to continue their education to further develop in his/her professional careers. In keeping with this philosophy, the Company has established a reimbursement program for expenses incurred for approved courses. If you are a regular, full-time employee and have completed your introductory period, you are eligible to participate in this program.

The Company will reimburse up to a maximum of $1250.00 per calendar year. The company will provide reimbursement for tuition, including required course fees, and books, for all passing grades up to $1,250 per year for employees that work on average 35 hours or more per week and $625 per year for all other employees. (Effective 1/1/2023)

For the purposes of this policy, a passing grade is defined as an “A,” “B,” or “C” for undergraduate classes, and at least a “B” for graduate classes. If the course is a “Pass/Fail,” a “Pass” is acceptable.

Expenses must be validated by receipts, and a copy of the final grade card or certification must be presented to show hours or certification received.

Procedures

To receive tuition reimbursement, employees should follow the procedures listed here:

The employee must provide his/her manager with information about the course for which he/she would like to receive reimbursement.
The employee must request approval in writing prior to enrollment and all the appropriate approvals obtained prior to enrollment.
Management and employees are responsible for maintaining record of the approved and/or denied education reimbursement request form.
Once the request for reimbursement is approved, employees can then enroll in the course.
After completion of the course, the employee should resubmit the original tuition reimbursement form with the reimbursement section filled out, including appropriate signatures, as well as receipts and evidence of a passing grade or certification attached.
Management will then coordinate the reimbursement with the Company’s normal payroll procedures.
Please note: Hours spent in classroom sessions and on homework assignments are not considered billable work time unless explicitly communicated otherwise by a grant or specific project requirements.

Employees who separate from the Company less than twelve (12) months after being reimbursed for any course(s) have an obligation to pay back the Company in the amount that was reimbursed.

Employees who transfer to another Open Bible Church will not be responsible for repayment of the amount that was reimbursed.

Any questions or comments should be directed to your manager.

Timing of Reimbursements in comparison to finish dates

To ensure the efficient processing of education reimbursement requests and to maintain the currency of the courses, employees are expected to submit their reimbursement requests within specific time limits.

Submission within the same Calendar Year: Employees must submit their reimbursement requests for educational expenses incurred within the limits of the calendar year the class was finished.
Courses Spanning Over the Year: In cases where a course spans over two fiscal years, employees are responsible for making prior arrangements before the end of the fiscal year if they need reimbursement to be on the earlier year. This ensures that the course will be appropriately applied to the correct year's reimbursement. Employees should communicate with their manager to clarify the process and seek approval for reimbursement spanning across different years.
Calendar Limits and Payouts: The time limits are also considered in the context of when classes are paid out. Payouts for approved reimbursement requests must be submitted no greater than 90 days of the date when a grade is posted or a certificate is issued.

It is crucial that employees adhere to these time limits to facilitate the smooth operation of the education reimbursement program. Failure to submit reimbursement requests within the specified timeframe may result in delays or exclusion from the current year's reimbursement cycle.

By maintaining these time limits, we can streamline the reimbursement process, promote the currency of the knowledge gained, and allocate resources effectively. Employees are encouraged to plan their education reimbursement requests accordingly and ensure timely submission to maximize the benefits of this program.