COMPTROLLER'S SEAL STATE OF CONNECTICUT

STATE OF CONNECTICUT

NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER
 

MEMORANDUM NO. 2006 - 41

TO THE HEADS OF ALL STATE AGENCIES

December 7, 2006

Attention:   Chief Administrative and Fiscal Officers, Business Managers, and Payroll and Personnel Officers
Subject:   Change in the Method of Payment for Tuition Reimbursements to Employees from Union Funds

I. PURPOSE

The purpose of this memorandum is to provide agencies with information regarding the payment conversion of tuition reimbursements issued to employees from Union Tuition and Training Funds. Effective January 1, 2007 all union tuition reimbursements will be processed through the payroll system.

II. BENEFITS

This payment method will help safeguard employee's personal information by not requiring social security numbers, provide one method of payment for employee travel and tuition reimbursements and provide better record keeping for the employee.

III. EMPLOYEE NUMBER FOR TUITION REIMBURSEMENTS

Reimbursements paid from the Union Tuition and Training Funds no longer require the employee's social security number. Agencies must enter the employee number on the new CO-101, Application for Tuition Reimbursement form to ensure reimbursement to the correct employee.
 
If tuition reimbursement requests have already been completed and approved on the old form, please add the employee number in the upper right hand corner of the tuition reimbursement form before submitting to the Fiscal Policy Division. Any tuition reimbursement requests already submitted to the Fiscal Policy Division for the Fall 2006 semester, will be processed. Starting with the Spring 2007 semester, all reportable and non-reportable tuition reimbursements must be submitted to the Fiscal Policy Division on the new CO-101.

IV. REVISED PROCEDURES FOR THE SUBMISSION OF REPORTABLE AND NON-REPORTABLE TUITION REIMBURSEMENT

Tuition reimbursement applications must be submitted on a timely basis to adhere to collective bargaining contracts. Under no circumstances should reimbursement requests be accumulated. When submitting tuition reimbursement, please follow these instructions:
  1. The new form CO-101, Application for Tuition Reimbursement, replaces the PERT-1 Application form. This form is available at http://www.osc.state.ct.us/agencies/forms
  2. For identification of requests, please assign a separate number to each tuition reimbursement application form (CO-101) and enter it under the block TR Number.
  3. Departmental payroll code is to be completed by the agency.
  4. Submit the original CO-101 with legible supporting documentation to the Comptroller's Fiscal Policy Division - Tuition Unit for processing. All supporting documentation must be attached. If the documentation is illegible or incomplete, it will be returned to the agency.
  5. Non-reportable tuition reimbursements - check off No in the Reportable section of the CO-101.
  6. Reportable tuition reimbursements - check off Yes in the Reportable section of the CO-101.
  7. Continue to send the DAS Priority Log List to: Att:Linda Shackett-Blue, Department of Administrative Services, Room 422, 165 Capitol Avenue, Hartford, CT 06106 or fax to (860) 713-7472.
  8. For more details, please see the OSC Tuition Procedures at http://www.osc.state.ct.us/manuals/TuitionProc/index.html.

V. GENERAL

Please direct all questions to the Office of the State Comptroller as follows:
Tuition Payments:
Fiscal Policy Division, Tuition and Training Unit, (860) 702-3334.
 
CO-101, Application for Tuition Reimbursement Form and Memorandum Interpretation: Fiscal Policy Division, (860) 702-3440.

NANCY WYMAN
STATE COMPTROLLER

NW:EH

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