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HomeMy WebLinkAboutResolutions - 2025.03.18 - 41957 AGENDA ITEM: Adopt Amendment to Merit Rule 20 - Education Assistance DEPARTMENT: Human Resources MEETING: Board of Commissioners DATE: Tuesday, March 18, 2025 9:30 AM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2025-5023 Motion to approve the Amendments to Merit Rule 20, as detailed in the attached documents. ITEM CATEGORY SPONSORED BY Merit System Brendan Johnson INTRODUCTION AND BACKGROUND On October 10, 2024, the Oakland County Board of Commissioners adopted an amendment to Merit Rule 20 under MR #2024-4465, which increased the amount of assistance as well as allowed the ability for Oakland County employees to obtain advanced payment of school tuition and fees. This amendment set that advanced payment would be sent from Oakland County directly to the school. During the implementation process, it was determined that submitting payment directly to the school creates tracking concerns. To accommodate this, Human Resources is proposing to amend section 20.4.2.2.2 to change advance payment from the college, university or proprietary school to the employee. POLICY ANALYSIS This request is to amend Merit Rule 20, Section 4.2.2.2 Process for Payment: Tuition Advancement to change the recipient of advance tuition payments to the employee, striking out the learning institution. In addition, the changes reflect that Fiscal Services/Payroll will initiate the payment. The following issues arose as internal issues regarding advanced payment to the institution during the implementation process: • An institution must become registered as a supplier in order for the County to issue payment. • If several County employees attend the same school, it would make it difficult to track the payment for the correct employee. FISCAL IMPACT: Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at 248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional information. CONTACT Melva Allen ITEM REVIEW TRACKING Aaron Snover, Board of Commissioners Created/Initiated - 3/20/2025 AGENDA DEADLINE: 03/18/2025 9:30 AM ATTACHMENTS 1. Merit Rule 20 - Education Assistance REVISED 2. Merit Rule 20 - Education Assistance CLEAN COMMITTEE TRACKING 2025-03-11 Legislative Affairs & Government Operations - Recommend to Board 2025-03-18 Full Board - Adopt Motioned by: Commissioner Ann Erickson Gault Seconded by: Commissioner Linnie Taylor Yes: David Woodward, Penny Luebs, Kristen Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Yolanda Smith Charles, Charles Cavell, Ann Erickson Gault, Linnie Taylor, Robert Smiley (13) No: None (0) Abstain: None (0) Absent: Michael Gingell, Karen Joliat, William Miller III, Brendan Johnson (4) Passed 20-1 Revised 09/10/24 20. EDUCATION ASSISTANCE 20.1 PURPOSE Oakland County encourages and assists employees to improve their educational qualifications in subjects and fields of endeavor which are directly related to the County's operations, activities, and objectives and which will place the employee in a position to improve their job performance and professional development. 20.2 ADMINISTRATION 20.2.1 Designated Administrative Authority The Education Assistance Program shall be administered by the Human Resources Department in accordance with the parameters described in this Rule. 20.2.2 Guidelines and Directives The Human Resources Department shall establish administrative guidelines and directives supplemental to this rule as may be necessary to ensure fair and equitable distribution of education assistance, to provide sufficient reserves to meet reimbursement commitments and to maintain the overall integrity of the Education Assistance Program. 20.3 TUITION REIMBURSEMENT AND ADVANCEMENT REQUIREMENTS 20.3.1 Employee Eligibility 20.3.1.1 Employment Status Applicants must be employed with Oakland County at the time of application for reimbursement or advancement and at the time the payment is to be issued. Reimbursements cannot be paid to persons after the date of separation from the County. 20.3.1.2 Employee Benefits Eligibility FTE Applicants must be eligible for employee benefits, in accord with Merit System Rule 22, at the time of application and at the time the reimbursement or advancement check is to be issued. (Employees on leave of absence without pay and part-time non-eligible employees, for example, are not eligible for this benefit.) 20.3.1.3 Other Sources Tuition Support - Fully Paid Employees shall not be reimbursed for course work fully reimbursed or paid by tuition payment support from other sources such as, but not limited to, scholarships, fellowships, veterans' educational benefits, Federal, State, Local educational grant, or any other form of tuition support. 20.3.1.4 Other Sources Tuition Support - Partial Payment Eligible applicants receiving a portion of the tuition costs requested from other sources but less than the maximum amount of reimbursement allowable under this Rule, are eligible for County reimbursement of the difference between the other sources payment and maximum reimbursement allowable under this Rule up to but not exceeding the total cost of tuition. 20-2 Revised 09/10/24 Caution: Application for and/or acceptance of Oakland County Tuition Reimbursement or Education Assistance by an employee not eligible for employee benefits (20.3.1.2) or reimbursed or paid by other sources (20.3.1.3-20.3.1.4) may be considered a misappropriation of County funds and cause for disciplinary action up to and including dismissal from County employment. 20.3.2 Course Work Eligibility 20.3.2.1 Institutional Requirements Course work shall be limited to programs offered by universities, colleges, business schools, trade schools, and school systems only, approved/certified by a State Board of Education and accredited by the primary, nationally recognized accrediting association for each type of institution or licensed by a State’s Proprietary School Unit. The applicant shall provide documented evidence that his or her school meets this requirement on the request of the Human Resources Department. Course work in non- degree programs that leads to licensure or certification for use in employment with Oakland County will also be accepted. 20.3.2.2 Class Time No reimbursement or advancement will be allowed for course work taken on work time for which the employee is being compensated by Oakland County. Course work taken while the employee is on paid annual leave may be reimbursable if in accord with other provisions of this Rule. 20.3.2.3 Work Relatedness Course work shall be: 20.3.2.3.1 Directly Related to Employee's Work Course work should be directly related to the applicant's present job, approved by the Department Authority, and directed towards improving the applicant's knowledge of and performance on the job, or 20.3.2.3.2 Related to Probable Future County Employment Probable Future County Employment shall be defined as a position or positions the employee is likely to be transferred to or promoted to based on reasonable evidence in the applicant's employment history and/or County experience with employees. The applicant must identify the job he/she chooses to work toward and one likely to be achieved on the Tuition Reimbursement Application, or 20.3.2.3.3 Degree Requirement Course work not directly related to the employee's Present or Probable Future County Employment but required for a degree which is related to Present or Probable Future County Employment or other high demand occupation or career within Oakland County shall qualify for reimbursement within the intent of this Rule. The applicant may be required to provide reasonable evidence that the non-related course work cannot be substituted by related course work to achieve the same degree. 20.4 REIMBURSEMENT AND ADVANCEMENT PROCEDURE 20.4.1 Applicant Process Completion of the application form and meeting the application, receipt and grades filing deadlines is the sole responsibility of the applicant. 20-3 Revised 09/10/24 20.4.1.1 Filing Deadlines 20.4.1.1.1 Application Filing Deadline Applications requesting Tuition Reimbursement or Advancement must be filed prior to the starting date of class. Applications are subject to approval noted in Sections 20.4.1.3 and 20.4.1.4 of this Rule and are approved on a first come, first served basis to the extent funding is available. The employee is urged to protect their investment by confirming reimbursement before the class starts and before they have committed their own funds. 20.4.1.1.2 Receipt/Grades Filing Deadline Grades and tuition receipts must be submitted to the Human Resources Department no later than sixty (60) days after the last meeting of the class as noted on the application for reimbursement except a grade of "I" or Incomplete will not be considered for any reimbursement until after successful completion. It is still necessary, however, to submit the incomplete grade within the sixty (60) day period to keep your application active. Also, if for any reason you cannot submit your grades within the filing time frame, e.g., computer error, notify the Human Resources Department in writing as soon as possible, stating the reason for the delay. Failure to meet this filing deadline may result in disqualification for reimbursement. 20.4.1.2 Course Description Applicants may be required to submit with each application a full description of the course(s) for which reimbursement or advancement is requested. The published catalogue description or other official description provided by the educational institution are required for this purpose. 20.4.1.3 Department Approval Each application for tuition reimbursement or advancement must be approved by the employee's Department Authority as being relative to the applicant's present or probable future County employment or as otherwise provided in Section 20.3.2.3 of this Rule. Applications not approved by the Department Authority shall be returned to the employee by the Department Authority prior to the starting date of the course or no later than five working days after the receipt of the application with a written explanation of why approval was not granted. 20.4.1.4 Human Resources Department Approval Applications for reimbursement or advancement must be approved by the Human Resources Department to assure that the application is complete and in accord with the provisions of this Rule, that an adequate course description has been provided and that sufficient funding is available to meet the reimbursement request. Applications approved by the Human Resources Department will be acknowledged by forwarding to the employee a copy of the "Reimbursement Payment Authorization Form". Applications not approved by the Human Resources Department shall be returned to the employee within ten (10) working days of receipt in Human Resources with a written explanation of why the course work was not approved. 20-4 Revised 09/10/24 20.4.1.5 Notice of Change in Course Work Applicants changing classes after original approval must notify the Human Resources Department in writing stating reason for change and submitting a description of the course for which reimbursement is requested. Changes from course work already approved may invalidate reimbursement approval if the substitute course work cannot be related to the employee's present or probable future County employment or as otherwise provided in Section 20.3.2 of this Rule. 20.4.2 Course Work Documentation 20.4.2.1 Original Documents Only original documents can be accepted by the Human Resources Department. Original applications, tuition payment receipts and grades or other original proof of successful class completion must be submitted to the Human Resources Department to complete a reimbursement transaction. 20.4.2.1.1 Employees who wish original documents returned should forward the original documents along with a legible duplicate copy. Upon verification of the coursework, original copy will be returned, and the legible duplicate shall be maintained with the employee’s reimbursement records. 20.4.2.2 Verification of Tuition Payment 20.4.2.2.1 Process for Payment: Tuition Reimbursement Promptly after the end of the course, the applicant should provide Human Resources with an official grade report showing successful completion of the course and a paid bill or receipt indicating the amount of tuition and fees paid as stated in 20.4.2.3 20.4.2.2.2 Process for Payment: Tuition Advancement Promptly after a request is approved and the training institution invoice is submitted, Fiscal Services/Payroll will initiate a payment, less any financial aid, scholarships, grants, or other tuition assistance. Once the transaction is approved by HR and Fiscal Services, the advancement payment will be mailed directly to the learning institution employee for the approved amount. No later than 30 days after the end of the term, the employee who received a tuition advance is responsible for providing HR with an official grade report showing successful completion of the course and a paid bill or receipt indicating the amount of tuition and fees the employee has paid. If a scholarship or grant is received, the employee must reimburse the county the amount of the scholarship or grant from what was previously advanced. 20.4.2.3 Verification of Successful Completion Applicants are required to submit proof of successful completion of course work if choosing the tuition reimbursement option before payment can be authorized. Course withdrawals or failures are not reimbursable. Institutional grade reports serve this purpose best. A letter from the applicant's course teacher or instructor, on institutional letterhead, verifying successful completion, is an acceptable substitute. No later than 30 days after the end of the term, the employee who received a tuition advance is responsible for providing HR with an official grade report showing successful completion of the course and a paid bill or receipt indicating the amount of tuition and fees the employee has paid. If a scholarship or grant is received, the employee must reimburse the county the amount of the scholarship or grant from what was previously advanced. 20-5 Revised 09/10/24 If the employee does not successfully complete the class, depending on the circumstances, will be allowed one opportunity to retake and pass the course.1 If the employee leaves the education institution, either voluntarily or involuntarily, before successfully completing the course or before reimbursing any amounts owing under this policy, or if an employee does not register for, or stops attending, a course for which they have received an advance, the employee will no longer receive educational assistance through Human Resources. 20.5 REIMBURSEMENT AND ADVANCEMENT LIMITATIONS 20.5.1 Fund Limitations Reimbursement and advancement request approvals are contingent upon the availability of Tuition Reimbursement funds specifically budgeted for this purpose. Should funding become insufficient to meet reimbursement requests due to increased demand, budget cutbacks or for any other reason, reimbursements and advancement will be processed on a first come, first served basis. Act 621 of the Public Acts of 1978, otherwise known as the Uniform Budgeting Act, prohibits payment of reimbursements in excess of the funds specifically budgeted for this purpose. 20.5.2 Dollar Limitation Education Assistance rates shall be determined by the Board of Commissioners. 20.6 EDUCATION ASSISTANCE NOT ALLOWED 20.6.1 Law School Courses There shall be no Education Assistance for law school classes; however, employees who are current members in good standing of the State Bar of Michigan may take law school classes which are directly related to County operations, activities, and objectives and which will place the employee in a position to improve their job performance and professional development. 20.6.2 Seminars, Conferences, etc. There shall be no Education Assistance for seminars, conferences or other programs normally covered by a department's budgeted provisions for travel and conference. 20.6.3 Degree Limitations There shall be no Education Assistance for any course work, seminars, conferences, or other educational programs from the Tuition Reimbursement fund for employees possessing a Doctor of Philosophy or equivalent advanced degree. 20.6.4 Costs Other Than Tuition Qualified education payments include payments for tuition, fees, and books. Reimbursement for other expenses, such as internet, software, lodging, meals, transportation, or other supplies that can be retained by the employee after completing the course of instruction are prohibited. Courses involving sports, games or hobbies are not eligible unless 1 Two unsuccessful attempts at completing the coursework will result in program suspension under this section until coursework is successfully completed at employee expense. 20-6 Revised 09/10/24 they are required for the degree program, or they have a reasonable relationship to the employer’s business. 20-1 Revised 03/11/25 20. EDUCATION ASSISTANCE 20.1 PURPOSE Oakland County encourages and assists employees to improve their educational qualifications in subjects and fields of endeavor which are directly related to the County's operations, activities, and objectives and which will place the employee in a position to improve their job performance and professional development. 20.2 ADMINISTRATION 20.2.1 Designated Administrative Authority The Education Assistance Program shall be administered by the Human Resources Department in accordance with the parameters described in this Rule. 20.2.2 Guidelines and Directives The Human Resources Department shall establish administrative guidelines and directives supplemental to this rule as may be necessary to ensure fair and equitable distribution of education assistance, to provide sufficient reserves to meet reimbursement commitments and to maintain the overall integrity of the Education Assistance Program. 20.3 TUITION REIMBURSEMENT AND ADVANCEMENT REQUIREMENTS 20.3.1 Employee Eligibility 20.3.1.1 Employment Status Applicants must be employed with Oakland County at the time of application for reimbursement or advancement and at the time the payment is to be issued. Reimbursements cannot be paid to persons after the date of separation from the County. 20.3.1.2 Employee Benefits Eligibility FTE Applicants must be eligible for employee benefits, in accord with Merit System Rule 22, at the time of application and at the time the reimbursement or advancement check is to be issued. (Employees on leave of absence without pay and part-time non-eligible employees, for example, are not eligible for this benefit.) 20.3.1.3 Other Sources Tuition Support - Fully Paid Employees shall not be reimbursed for course work fully reimbursed or paid by tuition payment support from other sources such as, but not limited to, scholarships, fellowships, veterans' educational benefits, Federal, State, Local educational grant, or any other form of tuition support. 20.3.1.4 Other Sources Tuition Support - Partial Payment Eligible applicants receiving a portion of the tuition costs requested from other sources but less than the maximum amount of reimbursement allowable under this Rule, are eligible for County reimbursement of the difference between the other sources payment and maximum reimbursement allowable under this Rule up to but not exceeding the total cost of tuition. 20-2 Revised 03/11/25 Caution: Application for and/or acceptance of Oakland County Tuition Reimbursement or Education Assistance by an employee not eligible for employee benefits (20.3.1.2) or reimbursed or paid by other sources (20.3.1.3-20.3.1.4) may be considered a misappropriation of County funds and cause for disciplinary action up to and including dismissal from County employment. 20.3.2 Course Work Eligibility 20.3.2.1 Institutional Requirements Course work shall be limited to programs offered by universities, colleges, business schools, trade schools, and school systems only, approved/certified by a State Board of Education and accredited by the primary, nationally recognized accrediting association for each type of institution or licensed by a State’s Proprietary School Unit. The applicant shall provide documented evidence that his or her school meets this requirement on the request of the Human Resources Department. Course work in non- degree programs that leads to licensure or certification for use in employment with Oakland County will also be accepted. 20.3.2.2 Class Time No reimbursement or advancement will be allowed for course work taken on work time for which the employee is being compensated by Oakland County. Course work taken while the employee is on paid annual leave may be reimbursable if in accord with other provisions of this Rule. 20.3.2.3 Work Relatedness Course work shall be: 20.3.2.3.1 Directly Related to Employee's Work Course work should be directly related to the applicant's present job, approved by the Department Authority, and directed towards improving the applicant's knowledge of and performance on the job, or 20.3.2.3.2 Related to Probable Future County Employment Probable Future County Employment shall be defined as a position or positions the employee is likely to be transferred to or promoted to based on reasonable evidence in the applicant's employment history and/or County experience with employees. The applicant must identify the job he/she chooses to work toward and one likely to be achieved on the Tuition Reimbursement Application, or 20.3.2.3.3 Degree Requirement Course work not directly related to the employee's Present or Probable Future County Employment but required for a degree which is related to Present or Probable Future County Employment or other high demand occupation or career within Oakland County shall qualify for reimbursement within the intent of this Rule. The applicant may be required to provide reasonable evidence that the non-related course work cannot be substituted by related course work to achieve the same degree. 20.4 REIMBURSEMENT AND ADVANCEMENT PROCEDURE 20.4.1 Applicant Process Completion of the application form and meeting the application, receipt and grades filing deadlines is the sole responsibility of the applicant. 20-3 Revised 03/11/25 20.4.1.1 Filing Deadlines 20.4.1.1.1 Application Filing Deadline Applications requesting Tuition Reimbursement or Advancement must be filed prior to the starting date of class. Applications are subject to approval noted in Sections 20.4.1.3 and 20.4.1.4 of this Rule and are approved on a first come, first served basis to the extent funding is available. The employee is urged to protect their investment by confirming reimbursement before the class starts and before they have committed their own funds. 20.4.1.1.2 Receipt/Grades Filing Deadline Grades and tuition receipts must be submitted to the Human Resources Department no later than sixty (60) days after the last meeting of the class as noted on the application for reimbursement except a grade of "I" or Incomplete will not be considered for any reimbursement until after successful completion. It is still necessary, however, to submit the incomplete grade within the sixty (60) day period to keep your application active. Also, if for any reason you cannot submit your grades within the filing time frame, e.g., computer error, notify the Human Resources Department in writing as soon as possible, stating the reason for the delay. Failure to meet this filing deadline may result in disqualification for reimbursement. 20.4.1.2 Course Description Applicants may be required to submit with each application a full description of the course(s) for which reimbursement or advancement is requested. The published catalogue description or other official description provided by the educational institution are required for this purpose. 20.4.1.3 Department Approval Each application for tuition reimbursement or advancement must be approved by the employee's Department Authority as being relative to the applicant's present or probable future County employment or as otherwise provided in Section 20.3.2.3 of this Rule. Applications not approved by the Department Authority shall be returned to the employee by the Department Authority prior to the starting date of the course or no later than five working days after the receipt of the application with a written explanation of why approval was not granted. 20.4.1.4 Human Resources Department Approval Applications for reimbursement or advancement must be approved by the Human Resources Department to assure that the application is complete and in accord with the provisions of this Rule, that an adequate course description has been provided and that sufficient funding is available to meet the reimbursement request. Applications approved by the Human Resources Department will be acknowledged by forwarding to the employee a copy of the "Reimbursement Payment Authorization Form". Applications not approved by the Human Resources Department shall be returned to the employee within ten (10) working days of receipt in Human Resources with a written explanation of why the course work was not approved. 20-4 Revised 03/11/25 20.4.1.5 Notice of Change in Course Work Applicants changing classes after original approval must notify the Human Resources Department in writing stating reason for change and submitting a description of the course for which reimbursement is requested. Changes from course work already approved may invalidate reimbursement approval if the substitute course work cannot be related to the employee's present or probable future County employment or as otherwise provided in Section 20.3.2 of this Rule. 20.4.2 Course Work Documentation 20.4.2.1 Original Documents Only original documents can be accepted by the Human Resources Department. Original applications, tuition payment receipts and grades or other original proof of successful class completion must be submitted to the Human Resources Department to complete a reimbursement transaction. 20.4.2.1.1 Employees who wish original documents returned should forward the original documents along with a legible duplicate copy. Upon verification of the coursework, original copy will be returned, and the legible duplicate shall be maintained with the employee’s reimbursement records. 20.4.2.2 Verification of Tuition Payment 20.4.2.2.1 Process for Payment: Tuition Reimbursement Promptly after the end of the course, the applicant should provide Human Resources with an official grade report showing successful completion of the course and a paid bill or receipt indicating the amount of tuition and fees paid as stated in 20.4.2.3 20.4.2.2.2 Process for Payment: Tuition Advancement Promptly after a request is approved and the training institution invoice is submitted, Fiscal Services/Payroll will initiate a payment, less any financial aid, scholarships, grants, or other tuition assistance. Once the transaction is approved by HR and Fiscal Services, the advancement payment will be mailed directly to the employee for the approved amount. No later than 30 days after the end of the term, the employee who received a tuition advance is responsible for providing HR with an official grade report showing successful completion of the course and a paid bill or receipt indicating the amount of tuition and fees the employee has paid. If a scholarship or grant is received, the employee must reimburse the county the amount of the scholarship or grant from what was previously advanced. 20.4.2.3 Verification of Successful Completion Applicants are required to submit proof of successful completion of course work if choosing the tuition reimbursement option before payment can be authorized. Course withdrawals or failures are not reimbursable. Institutional grade reports serve this purpose best. A letter from the applicant's course teacher or instructor, on institutional letterhead, verifying successful completion, is an acceptable substitute. No later than 30 days after the end of the term, the employee who received a tuition advance is responsible for providing HR with an official grade report showing successful completion of the course and a paid bill or receipt indicating the amount of tuition and fees the employee has paid. If a scholarship or grant is received, the employee must reimburse the county the amount of the scholarship or grant from what was previously advanced. 20-5 Revised 03/11/25 If the employee does not successfully complete the class, depending on the circumstances, will be allowed one opportunity to retake and pass the course.1 If the employee leaves the education institution, either voluntarily or involuntarily, before successfully completing the course or before reimbursing any amounts owing under this policy, or if an employee does not register for, or stops attending, a course for which they have received an advance, the employee will no longer receive educational assistance through Human Resources. 20.5 REIMBURSEMENT AND ADVANCEMENT LIMITATIONS 20.5.1 Fund Limitations Reimbursement and advancement request approvals are contingent upon the availability of Tuition Reimbursement funds specifically budgeted for this purpose. Should funding become insufficient to meet reimbursement requests due to increased demand, budget cutbacks or for any other reason, reimbursements and advancement will be processed on a first come, first served basis. Act 621 of the Public Acts of 1978, otherwise known as the Uniform Budgeting Act, prohibits payment of reimbursements in excess of the funds specifically budgeted for this purpose. 20.5.2 Dollar Limitation Education Assistance rates shall be determined by the Board of Commissioners. 20.6 EDUCATION ASSISTANCE NOT ALLOWED 20.6.1 Law School Courses There shall be no Education Assistance for law school classes; however, employees who are current members in good standing of the State Bar of Michigan may take law school classes which are directly related to County operations, activities, and objectives and which will place the employee in a position to improve their job performance and professional development. 20.6.2 Seminars, Conferences, etc. There shall be no Education Assistance for seminars, conferences or other programs normally covered by a department's budgeted provisions for travel and conference. 20.6.3 Degree Limitations There shall be no Education Assistance for any course work, seminars, conferences, or other educational programs from the Tuition Reimbursement fund for employees possessing a Doctor of Philosophy or equivalent advanced degree. 20.6.4 Costs Other Than Tuition Qualified education payments include payments for tuition, fees, and books. Reimbursement for other expenses, such as internet, software, lodging, meals, transportation, or other supplies that can be retained by the employee after completing the course of instruction are prohibited. Courses involving sports, games or hobbies are not eligible unless they are required for the degree program, or they have a reasonable relationship to the 1 Two unsuccessful attempts at completing the coursework will result in program suspension under this section until coursework is successfully completed at employee expense. 20-6 Revised 03/11/25 employer’s business.