About the Program
Tuition reimbursement is a benefit of permanent employment with the City of Toledo. You will be eligible for tuition reimbursement after completion of your applicable probationary period, provided your division/department approves your request. Courses must either be directly related to your current job or directly related to an obvious career path, or degree-related where the degree relates to City employment.
How to Apply
Notify department or division
By June 1st of every year, an employee must notify their department/division head of any foreseeable tuition reimbursement requests that will be submitted in the following calendar year. This notification is necessary for proper budgeting and financial planning within the department.
Complete the tuition reimbursement application form at least 30 days prior to the start of the classes and submit the signed application to your division/department heads for review and approval. If approved by your department head, applications must then be submitted to the Department of Human Resources for final review and approval.
Notice of approval/denial
If approved by the Education Review Committee, you will be sent an approval letter, a copy of your application, and a refund certification form. If your application is denied, you will be sent a notification letter with reason(s) for denial.
Complete your course(s)
After completion of your approved course(s), you must complete the refund certification form, and attach the following:
- Copy of your approval letter
- Schedule of tuition and fees with detailed explanation of fees
- Receipts for tuition and fees payments
- Proof of course(s) completion with official grade(s) earned
Submit the refund certification form and documentation to your division/department heads for review and approval. The certification form and all required documentation must then be submitted to Human Resources for final review.
Receive your reimbursement
If approved by the Department of Human Resources, you will be sent a final approval letter, with a detailed breakdown of your reimbursement, and your approved refund certification form (to be processed by your divisional payroll clerk).
Frequently Asked Questions
Who is eligible for the City’s tuition reimbursement program?
Tuition reimbursement is a benefit of permanent employment with the City of Toledo.
You will be eligible for tuition reimbursement after completion of your applicable probationary period, provided your division/department approves your request.
Courses must either be directly related to your current job or directly related to an obvious career path, or degree-related where the degree relates to City employment.
If the costs of your courses are completely covered by scholarships, grants, or tuition waivers, you are not eligible for tuition reimbursement.
Who is responsible for processing my tuition reimbursement check?
It is your division’s responsibility to process the SAP Request for Check for your tuition reimbursement. Your approved Refund Certification should be processed by your divisional payroll or SAP clerk.
How is my final amount of tuition reimbursement calculated?
The City will reimburse the cost of tuition and general fees (no other fees are included) of approved course(s), and these costs will be reimbursed upon documented presentation of a “C” grade or better.
Reimbursement will be limited to tuition and fee levels charged by the University of Toledo for academic coursework, and by Owens Community College for technical coursework.
Scholarships or grants applied to your tuition and fees will be deducted from your reimbursement.
Can I be reimbursed on a pass/fail grade?
If you receive a pass/fail grade, your instructor at the college or university will need to write a letter explaining the equivalence of a pass/fail grade.
Can I add or change a course on my tuition reimbursement application?
If you decide to add or change a course, you will need to resubmit your application for review and approval for all required signatures. You may also drop a class for whatever reason.
Can I apply for tuition reimbursement if my spouse is employed by an educational institution?
If your spouse is employed by an educational institution, the approved “Waiver Application” from the college or university must be attached to your application for tuition reimbursement. Generally, if your spouse is employed by a college or university your tuition will already be covered by that institution, except for the general fees, and you will not be eligible for reimbursement of tuition costs.
Can I apply for tuition reimbursement if my status is off-payroll?
If your employment status is “off-payroll” when your tuition reimbursement application is submitted, you will not be eligible for the City’s tuition reimbursement program. However, if your application was approved before the start of your off-payroll status, you may still be eligible for that particular term.
Do I need to repay my tuition reimbursement if I terminate my employment with the City?
Any employee participating in the tuition reimbursement program who resigns, retires (non-disability), is terminated or laid-off must repay tuition reimbursement paid by the City for courses taken within five (5) years or less of the date of termination.
Do I need to report my tuition reimbursement when filing my tax returns?
If the annual total of your tuition reimbursement(s) is more than $5,250.00 the City will include this educational assistance on your annual W-2 information. Please see IRS Publication 970 for details.