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8.4 Procedures. <br />A. An employee who desires to seek tuition reimbursement under the <br />provisions of this Article must complete, in duplicate, an Application for <br />Training and Educational Assistance form and submit it to his or her <br />Department Head prior to the commencement of class(es) or the <br />payment of fees for registration/tuition. <br />B. The Department Head shall recommend approval or disapproval <br />based on established criteria and budgetary constraints, and then <br />shall forward the application to the Executive Director of Personnel <br />Services, <br />C. The Executive Director of Personnel Services or his orher designee shall <br />approve or disapprove the application for the City Manager. One <br />copy shall be returned to the employee and the duplicate shall be <br />retained by the Personnel Services Department. It is advisable that the <br />applicant accomplish the procedure so for described in order to <br />ascertain the eligibility of the intended course of instruction for <br />reimbursement under the provisions of this policy prior to the inception <br />of the course or disbursement of personal funds. <br />D. The employee shall submit his or her copy of the approved application <br />to the Personnel Services Department within three (3) months after he <br />or she has completed the course and received his or her final grade. <br />Such employee must include official verification of his or her final <br />grade with appropriate receipts for tuition and textbook costs. These <br />shall be returned to the employee upon request. Applications. not <br />submitted to the Personnel Services Department within three (3) <br />months following completion of the course become void. <br />E.. Upon receipt of the application and required documentation, the <br />Personnel Services Department shall determine whether the <br />completed course of instruction is compatiblewith the provisions of this <br />Article and shall compute the amount of reimbursement, authenticate <br />the application and forward it to the employee's Department Head. <br />F. The Department Head shall then authorize the Finance & <br />Management Services Department to reimburse the employee the <br />approved amount out of the budget of the department concerned. <br />CONFIDENTIAL ASSOCIATION Or SANTA ANA(CASA) MOV: 2017-2018 <br />25H-37 <br />Page 33 <br />