301313

ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: June 24, 2021  Amends - GO 4.3.2 (January 21, 2013) Number: 4.3.2 Distribution: All Personnel Review Month: April Reviewing Authority: HRD / Employee and Labor Relations Subject: Sheriff’s Educational Assistance Program This order consists of the following: 1. Purpose 2. Policy 3. Procedures 1. Purpose The purpose of this policy is to establish an employee development program. A college education is important in making agency employees more effective providers of service, better communicators, and more responsive to the mission of the agency . 2. Policy Education, training, instruction or courses of study must directly contribute to the improvement of skills or the enhancement of knowledge used in the performance of your duties as an employee of the agency or be a part of a degree -seeking program. College or university courses must be from an accredited college or university approved by the Florida Department of Law Enforcement (FDLE). 3. Procedures A. Eligibility and Repayment Requirements 1. Eligible employees must have been continuously employed by the agency for at least one year immediately preceding the date tuition reimbursement is requested. 2. Reimbursement for tuition , cours e fees and/or books is made only to employees who are on the active payroll when payment is due. 3. Reimbursement for tuition, course fees and/or books may be awarded to employees who are receiving financial assistance in the form of grants or stipends. The t otal of all reimbursement will not exceed the difference between 100% of the cost of tuition , course fees and/or books minus the grant or stipend amount. (Example: 100% of tuition and/or books equals $100.00 minus the stipend or grant for $50.00 equals a n agency reimbursement of no more than $50.00). Those who are taking out educational loans are eligible. 4. Courses that will not be considered for educational reimbursement include: seminars, workshops, vocational/technical, refresher, self improvement courses or other continuing education type courses that are offered at a 4.3.2 , Page 2 of 3 Criminal Justice Institute or any other institution not recognized by FDLE. Course fees include other college course fees required as part of tuition. 5. Employees with issued vehicles may u se their vehicles to attend schools that are located in Orange County upon approval of their Division Commander. 6. This program may be amended or terminated at any time. 7. An employee who separates from the agency prior to completing one (1) year of service fo llowing reimbursement, will be required to repay the agency the full amount of reimbursement the employee received during the twelve (12) month period immediately preceding the employee’s date of separation. 8. If an employee is required to repay the agency for tuition , course fees and/or book reimbursement, the amount owed may be withheld from final payment to the employee of any non -wage compensation (e.g., unused Personal Leave). Wages due under the Fair Labor Standards Act may not be withheld for reimburse ment. B. Procedures for Reimbursement for College Courses 1. Prior to beginning a course of study, an employee shall review and confirm the course(s) are in accordance with this policy. Questions regarding compliance shall be directed to Human Resources. 2. Upon course completion, requests for approval of tuition, course fee and/or book reimbursement should be submitted to Human Resources within 35 days. 3. For courses completed within 60 days prior to the end of the current fiscal year, employees may exercise the o ption to have reimbursement awarded in the following fiscal year. Regardless; employees are still required to submit the appropriate documents as outlined in this policy. No person will receive reimbursements in excess of $2,000 per fiscal year. 4. The Human Resources Division Commander shall have the final approval or disapproval for tuition reimbursement requests and appropriate courses of study. 5. The employee is eligible for reimbursement of tuition, course fees and /or books upon the successful completion of approved courses . At that time, the employee shall forward the completed Tuition Reimbursement Request Form , grades, and tuition, course fees/book receipts to the Human Resources Division. Requests for reimbursement shall be made and submitted no later than 35 days after completion of the courses. Human Resources shall then forward all paperwork to Fiscal Management for payment. 6. In addition to the Tuition Reimbursement Request Form and required documentation, employees submitting requests for reimbursement in excess of 35 days after course completion shall submit a memorandum of 4.3.2 , Page 3 of 3 explanati on via chain of command to the Human Resources Division Commander to seek approval for the reimbursement to be considered. 7. The employee shall be responsible for financing fees associated with credit transactions, late fees and any other similar fees. 8. Qualified employees, having presented proof of successful completion of course work, along with a receipt for tuition paid, are eligible for reimbursement up to 100% of tuition, course fees and/or book cost. Successful completion of course work is defined as having earned a grade of "C" or better on an alphabetic scale or the equivalency on a numerical scale or a grade of "passing" on a pass/fail rating system.