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the employee and the duplicate will be retained by the Personnel Services <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 finds. <br />D. The employee will submit his or her copy of the approved, application to the <br />Personnel Services Department within three (3) months after he or she has <br />completed the course and received his or her final grade, Such employee must <br />include official verification of his or her final grade with appropriate receipts for <br />tuition and textbook costs. These will be returnod to the employee upon request. <br />Applications not 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 Personnel <br />Services Department will determine whether the completed course of instruction <br />is 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 />The Department head will then authorize the Finance & Management Services <br />Department to reimburse the employee the approved amount out of the budget of <br />the department concerned. <br />34 <br />25A -38 <br />