Kanupriyab
Recruitment, People Management
Sweetysingh
Manager Human Resource

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Hi,
I need to frame a policy wherein we can reimburse the certification courses. Can anyone help me with that..
Also if anyone can help me with the policy approval form (a format to be sent to the authorized person giving detail about the policy & seeking his/her approval).
Regards,
Kanupriya

From India, Ahmadabad
Hi Kanupriya, Do you mean that your company is going to reimburse the course fee for the course completed by your employee? Sweety Singh
From India, Delhi
Ya, we are planing to design a policy to reimburse the course fee/ certification to an employee. But am not getting any base to design this policy.. Regards, kanupriya
From India, Ahmadabad
can anyone pls help me.. Am not getting any relevant information at citeHr. Regards, kanupriya
From India, Ahmadabad
Dear Kanupriya,

Policy may be framed on the following guidelines:

• You can announce some kind of annual award (give a suitable award name) which contains a cash of Rs…………….. The awarded prize money can only be utilized by the awardee for his/her professional development. However, the utilization should result in mutual benefit of the organization & the individual.

e.g For any courses / certifications / attending any seminar / conference etc… of specialization.

• You can have different awards having different prize money for each & can be awarded accordingly.

• The awarded amount should not be credited to employee’s account. However, it may be accrued to the employee’s account but the employee can’t withdraw the same unless he/she gets the withdrawal application approved by the HR department.

• The awarded prize amount may be utilized at one go for a course or may be utilized in parts (in case the course fee is less than the awarded prize amount).

• A condition of min. service tenure of 6mnths / 1 yr may be defined to protect the organization from misuse of this. Like the employee should be asked to serve min. 1 yr after utilizing the prize amount otherwise, the utilized amount may be adjusted from the final settlement.

• Now design a withdrawal application which will be provided to the awardee desiring to withdraw his awarded amount.

• In case of reimbursement option - The employee shall fill the withdrawal application, attach the details of the attended course, fee receipt etc and submit to HR for approval.

• Sponsorship option - Otherwise, the employee may be asked to fill the withdrawal application and fill the details of the desired course. The HR will accept the form and see for the individual’s professional advancement & mutual benefits and sponsor the employee for the course. In this case, the amount can be directly paid to the study centre or the employee (as decided).

• You can see if you want to give this award to employees for buying equipments / gadgets which will make them more efficient at work. e.g. buying cameras for media personnel ….

Buying computers for the people who don’t know its working could also be considered.

I hope this will help you. For any further queries, feel free to ask.

Thanks,

Sweety Singh

From India, Delhi
Hello Kanupiya,
Kindly check below the reimbursement policy, which was framed by me for any type of certification,

This certification policy is subject to change as and when required by the management and company laws & agreements.

RATIONALE
The purpose of this document is to promulgate company policy relating to reimbursement of certification course which might arise as a result of performing duties and discharging responsibilities on official business for the company. It is Company’s policy to reimburse employees for any type of certification expenses when directly related to the transaction of its business.

SCOPE
Expense Reimbursement Policy is applicable to all live employees.

GENERAL GUIDELINES
 Reimbursement will be on the basis of actual and reasonable cost of certificate.
 Expenses reimbursement are decided by higher management only and classified as under:
 A condition of minimum service tenure of 6 months / 1 year may be defined to protect the organization from misuse of this. Like the employee should be asked to serve min. 1 yr after utilizing the certificate amount otherwise, the utilized amount may be adjusted at the time final settlement.
 In case of reimbursement option - The employee shall fill the withdrawal application, attach the details of the attended course, fee receipt etc and submit to HR for approval.
 Company will only reimburse expenses incurred in connection with Company business that are appropriately documented by the employee.
 Sponsorship option - Employee may be asked to fill the withdrawal application and fill the details of the desired course. The HR will accept the form and see for the individual’s professional advancement & mutual benefits and sponsor the employee for the course. In this case, the amount can be directly paid to the study centre not to the employee.
 Certification expense must be approved by the immediate supervisor / Manager / HR.

DOCUMENTATIONS
All claims for certification reimbursement of expenses are to be supported by evidentiary documentation such as original receipts and approved expense claim form.

POLICY EXCEPTIONS
 Generally, any exception to this policy must have the prior written approval of the Manager / Administration / HR Team.
 Requests for exceptions should document extenuating circumstances. At certain times, under unusual circumstances, exception may be made after the fact; however, payment by the Finance department will not be made without the approval of the Higher Management.

Regards

From India, Gurgaon
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