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B. The Department Head shall recommend approval or disapproval based on <br />established criteria and budgetary constraints and then forward the application to <br />the Executive Director of Human Resources or designee. <br />C. The Executive Director of Human Resources or designee will approve or <br />disapprove the application for the City Manager. One (1) copy will be returned to <br />the employee and the duplicate will be retained by the Human Resources <br />Department. It is advisable that the applicant accomplish the procedure so far <br />described in order to ascertain the eligibility of the intended course of instruction <br />for reimbursement under the provisions of this policy prior to the inception of the <br />course or disbursement of personal funds. <br />D. The employee will submit their copy of the approved application to Human <br />Resources Department within three (3) months after they have completed the course <br />and received their final grade. The employee must include official verification of <br />their final grade with appropriate receipts for tuition and textbook costs. These will <br />be returned to the employee upon request. Applications not submitted to the Human <br />Resources Department within three (3) months following completion of the course <br />become void. <br />E. Upon receipt of the application and required documentation, the Human Resources <br />Department will determine whether the completed course of instruction is <br />compatible with the provisions of this article and will compute the amount of <br />reimbursement, authenticate the application and forward it to the employee's <br />Department Head. <br />F. The Department Head will then authorize the Finance and Management Services <br />Department to reimburse the employee the approved amount out of the budget of <br />the department concerned. <br />2025 MOU City of Santa Ana & SEIU Full -Time Employees Unit Page 36 <br />