Policy for Eligibility and Reimbursement of Training Costs
You have a current (less than two years old) EDP on file with goals that include this training or course or you have updated your EDP to include a goal served by this training/course. On-going discussions between leader and staff are critical to ensure that customer needs can be met and to allow co-workers the opportunity to plan for absences. Employees should be performing well in their current jobs. If a class is conducted during regular work hours, the employee must:
Provide information to your leaders on time taking the course entails, and any funding required
Gain approval from their supervisor
Submit any applicable forms to your supervisor and, once signed, to the HR team
- Note: If a class is taken during non-work hours, then you are not allowed compensatory time off.
Per A 21.J.16, grant-funded employees are eligible to take diminimus training and development as part of Finance & Administration (F&A) costs, and as described in Executive Order 52. Grant funded employees may also take training that is included in the grant budgets.
A-21 J, 16 states:
16. Employee morale, health, and welfare costs and costs.
a. The costs of employee information publications, health or first-aid clinics and/or infirmaries, recreational activities, employee counseling services, and any other expenses incurred in accordance with the institution's established practice or custom for the improvement of working conditions, employer-employee relations, employee morale, and employee performance are allowable.
b. Such costs will be equitably apportioned to all activities of the institution. Income generated from any of these activities will be credited to the cost thereof unless such income has been irrevocably set over to employee welfare organizations.
While “a” does not specify that the cost is allowable as an F&A cost only, “b” does state that the cost is to be apportioned to all activities of the institution. This is interpreted by UW’s Assistant Director for Post Award Financial Compliance in Research Accounting and Analysis who says that the cost is allowable as part of F&A.
Budget resources and release time related to training and conferences should be prioritized based on:
Developing skills that are necessary for a staff to meet performance expectations
Developing and/or enhancing immediately-applicable skills
Supporting changes to compliance
Building organizational and/or supervisory competencies
All training requests should take into account:
Impact on employee work schedule and on current projects and job responsibilities
Impact on other team members
SoN will not pay for external fee-based, undergraduate or graduate degree programs, professional memberships, certifications, or licenses. (Exceptions will be made for UW PCE and for UW POD’s Certificate Program and for certificates or licenses that are a requirement for employment or mandatory for regulatory or accreditation purposes.)
- It is the responsibility of the individual to register for the particular class.
- For those using the Tuition Exemption Program, the employee must also complete the State Tuition Exemption Program Form
SoN Release Time Policy
All SoN employees, no matter the funding source, are eligible for release time according to UW policy in Executive Order No. 52. Release time is defined as that time during which an employee is released from normal work duties and compensated at the regular rate of pay to attend staff Professional & Organizational Development programs designed to assist in developing and/or improving job skills.
This policy covers classes offered by campus training providers and allows for a maximum of 24 hours per quarter plus travel time, for training and development. However, any release time which results in overtime or comp time is not an allowable charge for employees whose salaries are covered by grant funds. SoN views release time as time away from regular work process/product and customer service duties to learn about new ideas and develop new skills. Activities that fall within the release time definition may include, but are not limited to, attendance at optional SoN-offered training classes, University-sponsored benefits fairs and events, participation in workgroups/teams, facilitation of teams, internships, etc.
Conversations between the staff and leader should determine whether an activity is to be included, and this determination should be based on the relations of the activity to the employee’s interest and plans. For example, serving on the SoN Staff Council may fit if the employee is working to develop team skills, learning how to plan events and activities, wanting to develop interpersonal skills, etc. It may not fit if the employee is serving on the Council to represent their department or won’t develop new skills as a result of serving. Each staff member, with their supervisor, should plan for the quarter’s activities and take all aspects of new learning and development into account.
Funding for Training:
Available resources will be allocated with consideration for access to training, and in the following order:
- Training needed to meet current or future needs of the department/SoN
- Training to advance the department/SoN
- Training for work-related personal growth and development
Whenever possible, training classes will be supported and reimbursed by central SoN funds. There may be occasions, however, when shared or employee payment will occur if individual training requests are not related to future department/SoN needs, or when the individual prefers resources other than what is normally offered. For example, if an employee wants to pursue a master’s degree at a private or for-profit school/college but a similar resource is available through the UW and at less cost, then the employee should expect to cover the costs.
- You must be eligible for reimbursement (see Eligibility.)
- You must have proof of payment (charge card receipt, canceled check, bank statement etc.)
- Note: The EDP program does not support professional conferences or related travel expenditures.
- If reimbursement is requested for college costs, a copy of the college-released transcript showing at the minimum a “C” grade or 2.0 for the class(es).
- Documentation should be attached to the EDP cover sheet and sent to SoN Business Office, Box 357260.
- Please allow 1-2 weeks processing time for reimbursement requests.
For more information, please reference the EDP Coverage and Reimbursement chart.