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Tuition Reimbursement

College/University Partnerships

TUITION REIMBURSEMENT
 

UPDATE:  THE OFFICE OF COLLEGE/UNIVERSITY PARTNERSHIPS HAS SHARED WITH THIS OFFICE THAT THE PARTNERSHIP WITH THE REGIONAL TRAINING CENTER (RTC)/LASALLE UNIVERSITY HAS BEEN RENEWED.   PLEASE VISIT WWW.THERTC.NET FOR COURSE SCHEDULE AND LOCATIONS.  TO CONFIRM WHICH COURSES APPLY TO RECEIVE THE DIRECT BILLING BENEFIT, CONTACT THE OFFICE OF COLLEGE/UNIVERSITY PARTNERSHIPS. 



All permanent AACPS employees are eligible for a tuition reimbursement benefit for coursework taken while employed with AACPS. Eligibility for reimbursement is based on the assigned bargaining Unit of the employee and the negotiated agreements for those Units. For specific Information on Programs and Procedures for Tuition Reimbursement by Unit see left links and below.

IMPORTANT GENERAL INFORMATION FOR ALL EMPLOYEES

Timeline/deadlines for reimbursement (per negotiated agreement)

 

2016-2017 Tuition Reimbursement Pay Dates

for Active AACPS Employees

 

If all required documents are received by:

Reimbursement will be included in your paycheck on:

Thursday, September 15, 2016

October 12, 2016

Tuesday, November 15, 2016

December 7, 2016

Wednesday, February 15, 2017

March 15, 2017

Monday, May 15, 2017

June 7, 2017

 

2017-2018 Tuition Reimbursement Pay Dates

for Active AACPS Employees

 

If all required documents are received by:

Reimbursement will be included in your paycheck on:

Friday, September 15, 2017

October 11, 2017

Wednesday, November 15, 2017

December 6, 2017

Thursday, February 15, 2018

March 14, 2018

Tuesday, May 15, 2018

June 6, 2018

 

 

To receive tuition reimbursement, the employee must submit the following items in one packet to the Office of Human Resources/Tuition Reimbursement before reimbursement may be made:

1.   Request for Reimbursement for College Credits form

2.   A copy of the college/university account statement showing your name, the college name, the dates and name of course work taken, how much you were billed for tuition and it must show the payment as completed

3.   Completed and approved Pre-approval form if required by your Unit

4.    An official transcript showing the completed course and grade earned

               a.       If submitting a hard-copy, paper original, 

                              i.      have it sent to your home address

                              ii.      open it and check for accuracy

                              iii.      retain a copy for your files

                              iv.      submit along with the request form & account summary to HR/Tuition Reimbursement

                b.      If submitting an electronic transcript,

                                                                        i.   E-transcript must be sent directly from the college/university to HRCOT @ aacps.org

                                                                          ii.    Confirm that HR-Certification has received the e-transcript prior to submitting the reimbursement forms by contacting the tuition reimbursement office.Forms received without a transcript are returned.

                          

 

Your reimbursement packet must be complete when submitted. Packets that are not complete will be returned to the employee. NOTE:  Packets require a minimum of 2 documents. Some packets may require more depending on the program and the college/university. 

Courses must be JOB-RELATED. Courses that are submitted for reimbursement but which are deemed as not JOB-RELATED will not be reimbursed. If you have questions on whether a course may be JOB-RELATED or not, follow the guidelines below:

In addition, please read the complete information sheet for your Unit using the links provided. 

Employees must be current, permanent employees of AACPS when the course is taken AND on the date payment is made.

Reimbursement overpayments – employees who receive reimbursement for more classes in a reimbursement year than they are eligible, will be required to reimburse AACPS for the overage. 

Common instances of overpayment:

  • An employee received tuition reimbursement through HR and takes partnership courses at the same time. 
  • Unit 1 staff in a Masters in Critical Shortage Area program who do not complete the program or do not complete the post-graduate 4-year service requirement before separating from AACPS.

Reimbursement Year

Tuition reimbursement is based on when the course is taken, not when the request is submitted. Semester/calendar dates are entered in HR’s system based on how it is listed on the official transcript. 

  • For semester based programs – A reimbursement year begins with the fall semester and ends with the following summer semester.  Reimbursement is applied to the semester which courses are taken as noted on the official transcript.
  • For calendar based programs – A reimbursement year begins September 1st and ends August 31st. 
    • If the official transcript has a beginning and ending date, the tuition reimbursement is based on the ending date.
    • If the official transcript has only one date, the reimbursement is based on that one date.

Specific Information on Programs and Procedures for Tuition Reimbursement by Unit

  • Unit I -- Teachers, Media Specialists, Guidance Counselors, PPWs, Psychologists, OT/PTs, SLPs, Resource Teachers, Test Coordinators, Department Chairs

  •  Unit II -- Principals, Assistant Principals, Coordinators, Special Assistants

  •  Unit III -- Custodians, Food Service Workers, Transportation, Maintenance

  •  Unit IV -- Clerical, Teacher Assistants, Technology Support Technicians

  •  Unit V -- Professional Support

  •  Unit VI -- Executive Staff