Eligibility for the Professional Development and Tuition Reimbursement:

A. FULL-TIME EMPLOYEES: All active regular full-time employees of HCCC may be funded up to $9,000.00 per fiscal year, inclusive of applicable fees, subject to funds availability.

* Please ensure that you speak with your personal accounting professional regarding the application of Internal Revenue Service (IRS) rules and regulations, if an employer pays more than $5,250 for educational benefits for you during the year, the employee is required to pay taxes on the amount over $5,250. Any amount to be taxed will be added to the employee’s paycheck over set pay periods and taxes will then be deducted.

B. ACTIVITIES: Undergraduate, graduate, doctoral degree program, certificate program, training workshop, conference, convention, and seminars as approved by your supervisor as part of a Professional Development plan, applicable to current or future responsibilities or a potential career path at Hudson County Community College are eligible.

D. An approved Employee Professional Development Plan is required one time unless the applicant changes career interest or academic program in a subsequent Professional Development Benefit application.

1. Degree Programs: Tuition Reimbursement Applications must be approved by the employee’s direct supervisor or supervising Cabinet member, Office of Finance, and Office of Human Resources prior to the start of the activity. *Only registered courses must be included on the application.

2. Conferences/workshops/staff training/seminars/Certificate Programs:

Travel Reimbursement Request must follow, Accounting – Travel Reimbursement Policy. Travel Request form and Travel Reimbursement form is required, in order to be processed. Travel related expenses, such as hotel stay, flight, driving mileage, and food allowance are eligible for reimbursement. Please refer to the Accounting – Travel Reimbursement Policy.

E. A reimbursement request must be submitted within ninety (90) days of completion of the course(s) or event, along with proof of payment, and grade report. Eligible Grading: Letter grade of “C” or better, proof of passing (if pass or fail).

Prepayment Option (Subject to vendor terms): Applicant must specify a request for a prepayment option on the application prior to the start of the course(s). Additional documentation may be required; Professional Development Benefit Application, Invoice billing, Institution/vendor W9 & if possible Vendor Banking Information form. (If banking information is not available, a paper check will be mailed directly to the school)

Professional Development or Tuition Reimbursement Submission

Employee ID*

HCCC Email Address*

First Name*

Last Name*

Type of Submission*

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Type of Program*

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School/Vendor*

Name of Program/Conference/Training*

Tuition Funds Requested

HCCC Office or School

Choose your HCCC School or Office

Select or enter value

Supervisor

Please enter your Supervisor's HCCC email address.

Semester/Session

Professional Development/Travel Expense Requested

Anticipated Completion Date*

Reimbursement Options

Select

Initial Approval & Reimbursement Requirements:

If submitting an Initial Application Submission - Documents to Upload

The following supporting documents are required for approval:

Proof of registration for course(s)/training
Employee Professional Development Plan
Professional Development Benefit Application
Travel Request Form (if includes travel)

*Conference Request, including travel expenses, must submit a Travel Request Form.

If submitting a Reimbursement Submission Request -

Supporting Documents required for reimbursement processing:

Proof of payment: Receipt must include the following

Name of the institution
Name of the course(s)/training/conference/convention/seminar
Date of transaction
Form of payment made
Employee name

Travel Reimbursement Form completed and signed by Supervisor

*Conference Request, including travel expenses, must submit a Travel Reimbursement Form. Travel expense receipts are required. Bank statements are not accepted.

Prepayment Option Request

Supporting Documents required for prepayment processing:

W9 form from the institution/vendor
Banking Information - If Available
Proof of Registration

Once all documents are received, reimbursement or prepayment will be processed.

If you have any questions please contact the Office of Human Resources.

Contact Information: HR Office hr@hccc.edu

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