Sample training-reimbursement policy for IT workers

(Note: This template can be used as a guideline to help determine your organization’s approach to employee training using outside sources.)

While training for all employees is advantageous—both to increase the value of the employees and to strengthen the organization—it is crucial to IS and IT workers. A significant portion of an IS or IT worker’s skills must occasionally be renewed and refined to ensure that the worker’s contribution remains valuable.

When the organization does not have the resources to provide the training internally, IS or IT workers have the option of pursuing training provided by an outside source (e.g., a training center, college or university, or an online curriculum) at the company’s expense.

To ensure that both the organization and employees understand their roles and obligations, we are providing a training-reimbursement policy. Included are:

·         Training guidelines.

·         Employee obligations.

·         Organizational responsibilities.

·         Reimbursement guidelines.

Training guidelines

The suitability of training depends on both the employee’s job description and the needs of the department. For example, if the organization’s network administrator wanted to learn more about the company’s e-mail system, then classes on Microsoft Exchange or Lotus Notes administration, for example, would be considered appropriate.

However, if the network administrator wanted to learn more about Web site design, then classes on Dreamweaver—a common HTML editor program—would not be considered appropriate and would not be eligible for reimbursement by the company.

Often, because of promotions and shifts in business strategy, employees assume new roles within the organization and must acquire new skills. In such instances, training to acclimate the employee to the new position would be considered eligible for reimbursement.

The employee’s department head makes the final decision in determining whether training is eligible for reimbursement.

The employee’s obligation to the organization

Before employees can take advantage of the organization’s training-reimbursement program, they must provide their department head with:

·         The name of the organization providing the training.

·         The total cost of the program.

·         A written description of how training will support the employee’s role.

Employees are expected to provide their department supervisor with the above information 30 days before training begins. Requests made after this time will not be honored.

Employees must also work out a schedule with their supervisor to ensure outside training does not interfere with the employee’s work.

Limits on the number of college and university credits

To ensure that employees have adequate time to attend classes and meet their responsibilities, employees cannot be reimbursed for more than six credits per semester or quarter, depending on the academic term of local colleges and universities. Classes with labs that count as additional semester hours are exempt from this rule, as are tracks toward major, vendor-related certification (see below).

Certification

Employees will meet with both their supervisor and department head to discuss certification before determining that certification costs will be reimbursed by the organization. Like all other training, the certification the employee is pursuing must support the employee’s job or be applicable to the employee’s department.

Because many certification programs require students to complete a specific number of classes during a set time period, employees may be permitted to take more than six credits per academic term—at a university—or may be permitted to take more than two classes at a time at an approved training center.

A list of approved certifications is included below:

The organization’s responsibilities to employees

To ensure that continued training is accessible to employees, the organization agrees to pay for all costs related to training by the start of the course.

The organization also maintains a relationship with (name of school, name of training center, name of online course provider) and provides a 15 percent discount to employees who participate.

Completion of training

The organization strongly encourages employees to complete all training, once reimbursement has been approved. The organization also encourages employees to give attendance their highest priority. If employees have an emergency that prohibits them from attending training, they will notify both their supervisor and their department head.

If an employee enrolls in training and decides to withdraw, the employee will immediately reimburse the organization for all fees. If the employee withdraws because of hardship—injury, or family or personal illness—the organization will review the matter and decide whether to cover the cost of the training.

Bonuses for employees completing training

Employees who have completed associate’s or bachelor’s degrees in a technical field, as well as those who have completed certification programs, will receive bonuses from the company at the end of the closest financial quarter. The bonus structure is as follows:

·         Associate’s degree: $500

·         Vendor-based certification: $800

·         Bachelor’s degree: $1,000

·         Master’s degree: $2,000

Employees who receive training-center certifications will not be eligible for bonuses.

Reimbursement guidelines

Employees who attend training will be subject to the following guidelines concerning reimbursement, depending on the type of training and the training venue. The structure is as follows:

University or college courses

·         If the employee receives an “A,” the organization will cover 100 percent of all training costs.

·         If the employee receives a “B,” the employee will pay 10 percent of the training costs.

·         If the employee receives a “C,” the employee will pay 20 percent of the training costs.

·         If the employee receives a “D,” the employee will cover 30 percent of the training costs.

·         If the employee receives a failing grade, the employee will be expected to reimburse the company for the cost of training by the close of the closest fiscal quarter.

Auditing

Employees who frequently travel or have other work-related obligations that make their schedules irregular can discuss auditing training at a university or college. Requests for auditing will be handled individually.

Short-term training at training centers or seminars

The company will pay for the total cost of short-term technical training for employees whose training is approved by their department head.

Obligations for degrees or certification

Employees sponsored by the organization to earn a college or university degree or vendor-related certification (e.g., MCSE, CCNE, CNE) will be obligated to remain at the organization for one year after completing their final certification exam or after being awarded their bachelor’s degree (six months for an associate’s degree).

Employees who complete a master’s degree will be obligated to remain for two years.

Employees who voluntarily leave the organization before the end of the first year will have to pay a percentage of the costs expended by the organization to cover certification.

Employees laid off from the organization because of downsizing or reorganization will not be obligated to reimburse the organization. Employees who are terminated for violating company policy will make arrangements with human resources and accounting to repay the organization for training costs.

Compliance agreement

Employees who participate in the training-reimbursement program will sign and date the compliance agreement below. Copies of this agreement should be kept on file in the IT and human resources departments. Employees will sign new copies of this compliance agreement each time they enroll in a new training program.

__________________________________________________

Signature

__________________________________________________

Employee Name

__________________________________________________

Employee Title

__________________________________________________

Date

__________________________________________________

Department/Location