ERP APPROVAL AND REIMBURSEMENT PROCESS
- Application:
- The employee must complete an electronic Education Reimbursement Application. The application must include:
- Educational institution, major, degree sought, date of first class, projected graduation date and estimated cost per semester
- Attached documentation must include:
- A short narrative explanation of how the degree will benefit JSA and the Laboratory
- Documentation from an accredited degree-granting institution showing he/she is qualified for acceptance into the degree program specified
- An outline of the program of study (course list) from the institution, leading to the degree specified
- Electronic signature from employee
- The employee must complete an electronic Education Reimbursement Application. The application must include:
- Training Office, Supervisor, and AD Review:
- 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
- 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
- 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.
- Employees should not attend classes until all approvals are completed
- Employees should not attend classes until all approvals are completed
- Reimbursement:
- In order for JSA to reimburse qualifying expenses, participants must complete and submit a JSA Education Reimbursement Program Payment Request to the Training Office.
- Attached documentation must include:
- Completed check disbursement form indicating to whom the payment is to be made
- 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
- A copy of the official grade report (or equivalent) from the semester for which the reimbursement is being requested
- Reimbursement Review:
- 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
- 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