Who Completes This Task: Employee

Timeframe: Up to one month from date reimbursement request is submitted

Process

The dollar amount provided for professional growth per fiscal year for each employee is based on the terms of the employee’s labor agreement.

Criteria

Employee is a member of a participating bargaining unit

• Superintendency
• ASAP
• SPSO
• Principals
• PEA
• MMSA
• CCEA

Civil Service employees follow a different process, requiring approval at least 30 days in advance.

Steps

1. Prior approval from supervisor is required before registering or making plans to attend
   1. In writing (email works)
   2. Include date, title, and description of the activity
   3. Include the cost of the activity
2. Submit reimbursement request within 45 days of completion of the activity
   1. Include supervisor pre-approval (including items a-c above)
   2. Include a copy of the syllabus for the course, if available
   3. Include proof of successful completion of course
      • Employee must receive a grade of C or higher if the course offers a grade
      • Employee must provide proof of successful completion if no grade is given
   4. Provide proof of expenses paid
      • Must be original itemized receipt(s)
      • No fees are reimbursed (eg: late fees)
      • Examples of payment proof include fee statement showing a $0.00 balance, both sides of a canceled check, or credit card receipt and credit card statement
3. Send all paperwork (hardcopy or PDF) to the Accounts Payable team  
4. Check will be mailed to employee’s home in approximately one month

Documentation Required

• Pre-approval from supervisor, including date of activity, description of activity, date of activity, dollar amount, and date of supervisor approval
• Copy of syllabus for the activity
• Proof of successful completion
• Proof of expenses paid