FREQUENTLY ASKED QUESTIONS
||What does "payment on a first-come, first-served basis" mean?
- There are two answers depending on whether a priority list is prepared
for the employee's bargaining unit. (Currently NP-3, NP-2, P-2, P-3B, P-4,
P-5 and Managerial employees have a priority list and use the following
process to determine what is meant by "first-come, first-served basis").
Applications for tuition
reimbursement are to be submitted to the agency at least two weeks and not
earlier than three months prior to the start of classes. Follow-up material
must be in by the deadlines stated. OSC will use information obtained from the Tuition Reimbursement Logs
submitted by each agency to prepare a priority list based on the date
received at OSC. The Office of the State Comptroller will pay tuition
reimbursement for those on priority lists as they are received. If monies are
close to being depleted and applications reach the Office of the
State Comptroller at the same time, the application originally received for approval first will be paid first.On a specified date (usually
August 1), the Office of the Comptroller will pay those applications
received that appear on the "Alternate List" for payment.
For bargaining units without a priority list (NP-1, NP-4, NP-5, NP-6,
P-1, P-3A) applications are paid as they are received by the Comptroller's
||Are Preparation Courses covered under the Tuition Reimbursement Program?
- Preparation and self-development courses, such as the Certified Public
Accountant courses or language courses must receive prior approval by
the State Tuition Reimbursement Coordinator. The application should
include an explanation of or documentation for the program and its relevance to
the employee's State job.It is important to note, however, that if the
employee's collective bargaining agreement specifies non-credit classes
are not eligible for reimbursement, then employees under the agreement will
not be reimbursed for these expenses.If the contract is silent,
employees will be reimbursed for these courses at the non-credit rate,
undergraduate or graduate rate specified by the collective bargaining
agreement.Rates of reimbursement are determined by the requirements of the
program. For example, if program requires a Bachelor's degree or
Life Experience is considered to be equivalent to a Bachelor's Degree, then
the employee will be reimbursed at the graduate rate. If a Bachelor's degree is
NOT required, then employee will be reimbursed at the undergraduate
||What if an employee changes bargaining units or agencies after applying for benefits under the Tuition
- An employee who begins a course while in one bargaining unit but during
the duration of the course is promoted or transferred into another job (and
thereby another bargaining unit) is still eligible for tuition reimbursement
if funds are available in the new bargaining unit.The original date of
application will be used to determine priority.The new bargaining unit's
account will be charged for the reimbursement of the course(s).If the
employee becomes a confidential employee, the reimbursement is from the agency's
budget based on tuition reimbursement program guidelines for the
collective bargaining agreement of the union most closely affiliated with
the employee's (Confidential) position.The exception is an employee entering
the NP-5 Protective Services unit. For this bargaining unit, in addition to
submitting the CO-101 to the TRO, the employee must complete the
Protective Services Education Committee Training and Tuition Fund
Application Form and submit it to the Protective Services Educational Committee.
In general, the employee's new bargaining unit (or agency) should
process the application.
|Is an employee who resigns or otherwise terminates their employment
with the State of Connecticut eligible for Tuition Reimbursement Program benefits?
- An employee must be employed by the State of Connecticut on the LAST DAY
of classes to be eligible to receive reimbursement.
How is the level of a Professional Development Seminar or
other course determined if not specified by the degree program?
- If the Professional Development Seminar or other course that is not
specified by the degree program requires a bachelor's degree as a
prerequisite, it will be considered to be at the graduate level.If it does not require a degree it will normally be considered undergraduate.
If the institution can show that it is a graduate course an exception can be
|How do you determine if the employee should be reimbursed at
the undergraduate or graduate level in situations where the
institution charges graduate rates but the course is listed as undergraduate in the
- In a college program for credit, the level of the course will be
determined by whether the student obtains graduate credit in the
program of study. If a student must take an undergraduate course as a
prerequisite for the graduate program but obtains no graduate credit
toward the degree, the course will be covered at the undergraduate
level, even if the school charges the graduate rate. However, if the student
takes an undergraduate course, receives graduate credit, and is
charged the graduate rate then the student should receive graduate
Question #7: Is there a conversion chart for non-credit courses/seminars?
- Yes. The following chart explains the conversion breakdown.
6 - 14
15 - 29
30 - 44 *
* Each additional 12 hours after 44 hours equals one additional credit.
|If an employee is enrolled in an External Degree Program and
has been approved for a short-term loan
from the institution to cover the enrollment fee, is the employee reimbursed for this
- Yes. The employee may be reimbursed for any enrollment fee (or portion
thereof) that s/he has actually paid.For example, if payments are
spread over three installments, the employee may apply for reimbursement
after each payment has been made. If payments are made in different
semesters, the reimbursement will also be made in different semesters.
What is the policy for timely filing under the Tuition
Applications must be filed between three months and two weeks prior to the start
of the course(s). Some bargaining unit contracts require applications to
be filed at least two (2) weeks prior to the start of the course. A
two-day grace period is allotted for applications submitted via
Interdepartmental Mail in order to determine whether the employee filed timely.
If the application was submitted via First Class Mail, the TRO uses the postmark
date as the date of submittal. If a copy of the application form is sent to the
TRO via fax, the date of receipt on the material received via fax is used as the
application date. In this case, the employee must submit the original
application form along with the fax Transmittal Sheet to the TRO immediately
upon sending the information via fax.
Strict adherence to the timely
submission deadlines must be followed. Late applications should only be
approved under exceptional circumstances.
|Under several employee contracts, the maximum amount
allowed per credit hour is listed as 75% of the
UCONN rate. What is this amount and how is it delivered?
- Each semester or year, UCONN publishes the tuition rates it charges for
in-state graduate and undergraduate students at the Storrs campus. The state
will obtain these rates and use these rates to determine the maximum allowable
limits for reimbursement for these bargaining units.
|How do you calculate the recommended reimbursement for a student who receives veteran's tuition
- Employees who have received financial aid must report this on their tuition reimbursement application. The amount of reimbursement paid
will be calculated on the amount of money the applicant actually had to pay (the amount of aid will be deducted).
||If I put more than one course on the same tuition reimbursement application and don't finish all of them
by the end of the semester and receive a grade of incomplete, can I submit reimbursement
documentation for the courses I finished?
- Yes, provided courses are completed within twelve (12) months from the
start date. Submit your grade(s), receipt, and CO-101 form as outlined in
this manual to your agency's TRO. He or she will make a copy of your
original application to attach to your reimbursement documentation for those
courses that you completed. At the time the incomplete is received you should
request an extension to complete work on that course and indicate when the
course will be completed. The TRO will then move the incomplete course to
the semester where it will be completed. Typically, this should be the following
semester. When you finish the course in which you received a grade of
incomplete, submit your reimbursement materials per the usual procedure.
Your TRO will use your original application when processing the paper work for
your outstanding class.
||Can a clerical employee receive tuition
reimbursement for a class that was finished while the employee
was on a leave of absence (maternity)?
- The Comptrollers' Officer will reimburse tuition through union funds for
employees who are working when the class begins, go on leave before the class
is finished and have signed intent to return to work. They will also
process tuition reimbursement for employees who begin a class while on leave but
return to work before the class is finished.
An employee who is on an unpaid leave when the class begins and ends will
not be reimbursed for the class, except when the employee is on an approved