Tuition Reimbursement Procedures

Tuition Reimbursement Forms

• Tuition Application MS-551
• Staff Training Agreement
• Career Development Plan
• Reimbursement Voucher

Tuition Reimbursement Deadlines

Completed applications must be submitted to the Staff Development Office by email (or by mail to Staff Development Office, DORS Central Office, 2301 Argonne Drive, Baltimore, MD 21218), by the appropriate deadline to be reimbursed for that semester:

• Fall Semester – August 15
• Spring Semester – December 15
• Summer Semester – May 15

DDS Employees are to submit their applications to Cheryl Hann, Staff Specialist for Training, who will forward the applications to the Staff Development Office.

See RSM 1, Section 702 for policy and procedure information about DORS tuition reimbursement.

Applications must be submitted with the appropriate approvals, signatures, and required forms and documentation prior to the deadline to be considered for tuition reimbursement. Please refer to the Tuition Reimbursement Procedures below to ensure that all appropriate tuition application procedures are followed.

Any questions, please contact the Staff Development Office at 410-554-9400.

Tuition Reimbursement Procedures

The following procedures are to be observed by all staff applying for tuition reimbursement approval. See RSM 1, Section 702 for tuition reimbursement policy and procedures.

Application

• Staff must be permanent employees and have completed an employment period of six months before being eligible for tuition reimbursement.

• Staff must pay for all courses in advance.

• Staff are to submit the Tuition Application MS-551. The signatures of the applicant's Supervisor and Program Manager are required.

• Submit the following along with the Tuition Application MS-551 each semester:

  1. Copy of the course description that identifies the course and cost
  2. Invoice from the school showing course enrollment and cost
  3. Signed Staff Training Agreement

• If this is the initial request for tuition reimbursement prior to the start of an academic program the following should also accompany the Tuition Application MS-551:

  1. Copy of the applicant’s Position Description form
  2. An approved Career Development Plan
  3. A copy of your letter of acceptance into the degree program at an accredited institution of higher learning
  4. A copy of the program requirements and courses needed to complete the program

• All applicants should review the tuition request with their Supervisor and have it approved by their Program Director.

• All courses must be taken after work hours. The Hours of Training section on the Tuition Application MS-551 must be completed.

  If a required course is offered only during work hours, an modified work schedule shall be considered. Release time during work hours to attend a course requires prior written approval of the Supervisor, Program Director and the Assistant State Superintendent.

Reimbursement

• Following completion of the course or semester, complete the Reimbursement Voucher.

• Submit the following to the Staff Development Office (DORS) or to Cheryl Hann, Staff Specialist for Training (DDS):

  1. Completed Reimbursement Voucher
  2. Official grade report
  3. Receipt or statement documenting prior payment of tuition by the employee (including documentation of grants and scholarships which apply to the cost of attendance.

• Please be advised that employees must pay for all courses in advance. The only reimbursable expense is the actual tuition cost. All other related costs and/or activity fees, books and travel are the employee's responsibility.

• The maximum reimbursement for each semester will be six credits and will not exceed current University of Maryland College Park in-state rates.

• The amount of any grants or scholarships awarded to the staff person will be considered in determining the final amount of reimbursement. Staff will not be provided reimbursement which exceeds the cost of attendance.

• See RSM 1, Section 702 for maximum credits per year for which reimbursement can be authorized.

• After the Reimbursement Voucher has been approved by the Staff Development Office and returned to you, submit the approved reimbursement amount to your Supervisor on a standard Employee Expense Reimbursement Form.

  • Use code 1299 on the expense form.
  • Include the approved Reimbursement Voucher and all accompanying documentation.

• After Supervisor signs off on the expense form, everything should be emailed to expensereport.dors@maryland.gov.