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8.3 Reimbursement. <br />A. Reimbursement shall be based on the cost of tuition, required <br />enrollment/registration fees, miscellaneous fees (health, parking, student union <br />fees, etc.), and all required texts, eBooks, and related material for each course. <br />Additional expenses such as meals are not reimbursable. <br />B. Costs for required texts are eligible for one hundred percent (100%) reimbursement <br />subject to the following conditions: <br />I. A duplicate of the required text(s) and eBooks was unavailable for loan <br />from the departmental libraries prior to the commencement of course work; <br />or <br />2. Any textbook(s) purchased by the City shall be submitted to the employee's <br />respective departmental library in order that such text(s) may be made <br />available to all employees. <br />C. Maximum tuition reimbursement is three thousand five hundred dollars ($3,500) <br />per fiscal year, which the employee may claim either as costs are incurred during <br />the year or as one (1) lump sum. <br />8.4 Procedures. <br />A. An employee who desires to seek tuition reimbursement under the provisions of <br />this Article must complete, an Application for Training and Educational Assistance <br />form and submit it to their Department Head prior to the commencement of <br />class(es) or the payment of fees for registration/tuition. <br />B. The Department Head shall recommend approval or denial based on established <br />criteria and budgetary constraints, and then shall forward the application to the <br />Executive Director of Human Resources <br />C. The Executive Director of Human Resources or their designee shall approve or <br />deny the application for the City Manager. One copy shall be returned to the <br />employee and one copy shall be retained by the Human Resources Department. It <br />is advisable that the applicant accomplish the procedure so far described in order to <br />ascertain the eligibility of the intended course of instruction for reimbursement <br />under the provisions of this policy prior to the inception of the course or <br />disbursement of personal funds. <br />D. The employee shall submit their copy of the approved application to the Human <br />Resources Department within three (3) months after they have completed the course <br />and received their final grade. Such employee must include official verification of <br />their final grade with appropriate receipts for tuition and textbook costs. These <br />shall be returned to the employee upon request. Applications not submitted to the <br />Human Resources Department within three (3) months following completion of the <br />course become void. <br />CONFIDENTIAL ASSOCIATION OF SANTA ANA (CASA) MOU: JULY 1, 2022 THROUGH JUNE 30, 2025 <br />Page 25 <br />