How Do I Create a Policy for Reimbursing Certification Courses and Get It Approved?

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 details about the policy & seeking his/her approval).

Regards

Hi Kanupriya,

Do you mean that your company is going to reimburse the course fee for the course completed by your employee?

Sweety Singh

Ya, we are planning to design a policy to reimburse the course fee or certification for an employee. But I am not getting any basis to design this policy.

Regards,
Kanupriya

Can anyone please help me? I am not getting any relevant information on CiteHR.

Regards,
Kanupriya

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

Reimbursement Policy for Certification Courses

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

Rationale

The purpose of this document is to outline the company policy regarding the reimbursement of certification courses. This may arise as a result of performing duties and responsibilities on official business for the company. It is the company's policy to reimburse employees for certification expenses when directly related to business transactions.

Scope

The Expense Reimbursement Policy applies to all active employees.

General Guidelines

- Reimbursement will be based on the actual and reasonable cost of the certificate.
- Expense reimbursement decisions are made by higher management and classified as follows:
- A minimum service tenure of 6 months to 1 year may be required to protect the organization from misuse. Employees should serve a minimum of 1 year after utilizing the certificate amount; otherwise, the utilized amount may be adjusted at the time of final settlement.
- For reimbursement, the employee must fill out a withdrawal application, attach details of the attended course, fee receipt, etc., and submit it to HR for approval.
- The company will only reimburse expenses incurred in connection with company business that are appropriately documented by the employee.
- For sponsorship, employees may be asked to fill out a withdrawal application and provide details of the desired course. HR will review the application for the individual's professional advancement and mutual benefits and sponsor the employee for the course. In this case, the amount can be directly paid to the study center, not to the employee.
- Certification expenses must be approved by the immediate supervisor, manager, or HR.

Documentation

All claims for certification reimbursement must be supported by evidentiary documentation such as original receipts and an approved expense claim form.

Policy Exceptions

- Generally, any exception to this policy must have prior written approval from the manager, administration, or HR team.
- Requests for exceptions should document extenuating circumstances. In certain cases, exceptions may be made after the fact; however, payment by the finance department will not be made without the approval of higher management.

Regards