Page 61 - Employee Handbook 1-2015 rev9

Z. Education Assistance

The City of Winston-Salem encourages employees to further their education. Financial
assistance is available under the Education Assistance Program to full-time employees or part-
time/temporary employees who are certified for benefits. For college courses, the course of
study must apply to a position in the City and must be taken at a nationally accredited institution.
For continuing education courses, classes must be taken through nationally accredited
institutions and/or professional or community organizations partnering with nationally accredited
institutions. This program is in accordance with section 127 of the Internal Revenue Code.

The policy below should be carefully followed to be eligible for reimbursement.

College and Continuing Education Courses

 Applications can be obtained from the Human Resources Department and at
http://wshome.cityofws.org/wshome/departments/human-resources/education-assistance
on the Employee Center web site.
 Employees must complete an Application for Education Assistance PRIOR to the
beginning of the course(s) and submit it to Human Resources for approval every semester
or block. It will be returned to you after it is approved. Keep the approved form until
you are ready to file for reimbursement.
 Courses started or completed prior to approval of education assistance are not eligible for
reimbursement.
 Course work must be related to current or prospective position(s) within the organization,
and must be completed at a nationally accredited institution.
 Eligible expenses are limited to the cost of tuition, certain lab fees, and books/software
required for the class and purchased from that school’s bookstore (or if purchased
elsewhere, the book receipt must be accompanied by an official listing of books required
for the course).
 Reimbursement for college courses shall be made only for course work completed at
accredited business schools, trade schools, colleges, and universities. Employee must
have received a grade of “C” or better.
 Reimbursement for continuing education courses shall be made only for courses
completed through nationally accredited schools, colleges, or universities, and
professional or community organizations partnering with nationally accredited
institutions. Employee must have evidence of satisfactory completion of the course.
 To file a claim for reimbursement of education expenses, submit the following to the
Human Resources Department at the completion of the course(s) or no later than 60 days
after the end of the calendar year in which the class was completed:
1. prior-approved Application for Education Assistance
2. itemized statement/invoice of tuition cost with each fee listed separately
3. receipt for tuition payment
4. receipt for books/software

City of Winston-Salem Employee Handbook November 2014 Revision 52