N.Y. Comp. Codes R. & Regs. tit. 18 § 678.3

Current through Register Vol. 46, No. 45, November 2, 2024

Section 678.3 - Tuition reimbursement program

[Additional statutory authority: Social Services Law, §31 ]

(a) Policy. The department shall provide reimbursement for specified expenses incurred in connection with approved educational and training activities completed by employees of the department and of local social services departments when special allocation to the district for these purposes has not been made.

(b) Persons covered. Any employee of the State Department of Social Services or of a local social services department who holds a permanent or provisional appointment and who has had a minimum of six months' work experience in the department, or district shall be eligible to apply for participation in the tuition reimbursement program. Selections shall be made within the limitations of available funds and shall be based upon department objectives, goals and needs.

(c) Classifications.

(1) The tuition reimbursement program shall include courses, institutes, seminars, workshops and other ancillary training and educational activities on a part-time educational leave basis. These courses and training activities shall be classified as follows:

(i) First priority shall be given to courses and training activities which are deemed necessary by the department for the employee to properly fulfill the requirements of his present job. All necessary expenses shall be reimbursable.

(ii) Second priority shall be given to job-related courses and training activities which are deemed beneficial or desirable by the department and will enhance the effectiveness of an employee in fulfilling his present work assignment. Reimbursement upon successful completion shall be limited to registration, tuition and related fees.

(iii) Third priority shall be given to courses and training activities which are deemed desirable by the department for an employee's career development. Reimbursement upon successful completion shall be limited to registration, tuition and related fees.

(2) Assignment of first priority classification shall be made by the State Commissioner of Social Services and his cabinet. Assignment of second or third priority classification shall be made by the department requesting officer and the division deputy commissioner subject to review and approval by the director of the department's bureau of manpower planning and development.

(d) Application and processing.

(1) In the case of local social services personnel, the application shall be submitted to the employee's supervisor and the agency authorizing officer for action on Form DSS-147, "Application for Educational Leave," completed in accordance with the instructions thereon. Approved applications shall be forwarded to the department for action within 30 work days prior to the registration date of each course or training activity for recommendation of priority classification and action. The requesting officer shall prepare form DSS-128, "Request for Training Funds," from the applications received by him for each course or training activity. He shall submit form DSS-128 listing all applicants and total charges, to the director of the department's bureau of manpower planning and development for his action within 20 workdays prior to the registration date, who will then transmit them to the director of the bureau of manpower planning and development for final action.

(2) In the case of department personnel, the applicant shall submit form DSS- 147, "Application for Educational Leave," to his supervisor for action and transmittal to the bureau director or requesting officer for action within 30 workdays prior to the registration date of the course or training activity. The bureau director or requesting officer shall prepare form DSS-128, " Request for Training Funds," from approved applications received from each course or training activity. He shall then submit form DSS-128 to the director of the department's office of manpower management and development for his action within 20 workdays prior to the registration date, who will then transmit them to the director of the bureau of manpower planning and development for final action.

(e) Authorization. The director of the bureau of manpower planning and development shall prepare form DSS-129, "Authorization to Expend Training Funds," for each approved participant. He shall transmit this form, together with instructions and necessary forms for claiming reimbursement, to the requesting officer for forwarding to the local department or employee.

(f) Reimbursement. In order to claim reimbursement for expenditures in connection with educational and training activities, local personnel shall complete form AC-92, "New York State Purchase Voucher," and submit it to the department within 15 days after the conclusion of the course or training activity, together with original receipts substantiating payments made and written evidence of satisfactory completion of the course or training activity. State personnel shall submit same through normal administrative channels.

N.Y. Comp. Codes R. & Regs. Tit. 18 § 678.3