Education Reimbursement Program

ERP APPROVAL AND REIMBURSEMENT PROCESS

Application:

  1. The employee must complete an electronic Education Reimbursement Application. The application must include:
    1. Educational institution, major, degree sought, date of first class, projected graduation date and estimated cost per semester
    2. Attached documentation must include:
      1. A short narrative explanation of how the degree will benefit JSA and the Laboratory
      2. Documentation from an accredited degree-granting institution showing he/she is qualified for acceptance into the degree program specified
      3. An outline of the program of study (course list) from the institution, leading to the degree specified
    3. Electronic signature from employee.

Training Office, Supervisor, and AD Review:

  1. The Training Office will review the application for completeness. The application will either be marked complete and forwarded to supervisor or marked incomplete until the employee provides all required information/documentation
  2. The supervisor either approves the application and sends it on to the Associate Director, or disapproves it and returns it to the employee with a copy to the Training Office
  3. The Associate Director either approves the application and informs the employee and the Training Office, or disapproves it and returns it to the employee with a copy to the Training Office.
    1. Employees should not attend classes until all approvals are completed

Reimbursement:

  1. In order for JSA to reimburse qualifying expenses, participants must complete and submit a JSA Education Reimbursement Program Payment Request to the Training Office.
  2. Attached documentation must include:
    1. Completed check disbursement form indicating to whom the payment is to be made
    2. Receipts from the academic institution and others for qualifying expenses that the employee has already paid; along with proof that the item was required for the course (syllabus). ERP will not pay for optional or recommended items
    3. A copy of the official grade report (or equivalent) from the semester for which the reimbursement is being requested

Reimbursement Review:

  1. The Training Office will review the payment request and supporting documents for completeness and consistency with policy and the program for which the applicant was previously approved
  2. If grades meet or exceed the minimum “C” for undergraduate courses, “B” for graduate courses and “P” for Pass/Fail courses, the Training Office will forward the package to Accounts Payable for processing. If incomplete, the Training Office will return the package for re-work. If disapproved, The Training Office will return the package with an explanation of why the individual will not be reimbursed