PROCESS FOR REIMBURSEMENT
Tuition Reimbursement, Workshop, and Conference Fund, 
License Fee Reimbursement and Travel Reimbursement 

GUIDELINES MUST BE FOLLOWED TO BE REIMBURSED

Tuition Reimbursement, Workshop and Conference Fund, License Fee Reimbursement, and Travel Reimbursement are benefits negotiated by CSEA.  Over the years, CSEA members have fought for and achieved improvements to this important and valuable benefit - but it is still incumbent upon the individual member to take the steps necessary to secure that their reimbursement is paid.  

The Office of the State Comptroller handles the process of reimbursement for the State of Connecticut.  Your Agency TRO (Tuition Reimbursement Officer) and the Union play a role in the process, but OSC distributes the funds once all paperwork is submitted to them according to the guidelines.

This negotiated benefit is for reimbursement, not payment before the course or travel.  The timely submission of applications and paperwork is vital to obtaining reimbursement.  If applications and supporting documentation are not submitted in a timely way, OSC will not release funds.

Every Agency has its own Tuition Reimbursement Officer (TRO) who plays an important role in the process.  They are usually the first point of contact for members requesting reimbursement, and all applications and additional documentation need to be submitted directly to them to begin the process.  If you have any questions during the process, you can work directly with your TRO.  To find out who your TRO is, click on one of the links below:

• Travel Reimbursement Officers (PDF) (5/5/2023)
• Tuition Reimbursement Officers  (PDF) (5/5/2023)

The key to this entire process is:  if you're going to a conference, taking a class, or working on a license, plan ahead.  Fill out the right form and get it to the right person well in advance of the projected conference, class, or licensure.

APPLICATIONS AND FORMS:

Click on the hyperlinks below to find the application you need.  All forms can also be found on the OSC website.
https://www.osc.ct.gov/agencies/forms

PROCESS FOR PROFESSIONAL DEVELOPMENT
CO-112 Travel Authorization Request Application 

This includes reimbursement for license fees, annual fees for professional organizations, online and in-person classes/seminars (not associated with a degree program), training materials and exam fees, and travel to seminars/courses.  It is important to note that the contractual professional development funds are for EMPLOYEE-IDENTIFIED training and licenses/certifications only.  If your employment agency is REQUIRING you to attend a training session or to obtain a license/certification, that should be paid through agency funds, not through union contract funds.  

List for Travel TROs here:  Travel Reimbursement Officers (PDF) (5/5/2023)

1. All requests for reimbursement must be on a CO-112, Travel Authorization form (TA form).  You can get this form from your TRO or at the links provided above.  

2. You will need to fill out the form and submit it to your TRO AT LEAST THREE WEEKS PRIOR to any travel or when your course begins.  If you do not apply before this timeline, you will be denied reimbursement.

3. Your application should have your manager/supervisor's approval on it when submitting it to your TRO.  If your manager/supervisor denies the TA, contact your union steward to see if it is a grievable situation.

4. Along with your application, you must also submit an email from CSEA stating that funds are available with the TA.  To get this email, contact Bernadette Conway at: bconway@csea760.com and ask if there are funds available for (whatever you are requesting funds for).  She will reply by email and you will need to submit that email with the application.

5. Submit with the application all receipts for any expenditures made and a copy of the license or certificate and any course information available.

6. All DOT licensing request reimbursements should be submitted to DOT.PEReimbursements@ct.gov and should include:

   • Union approval of funds email

   • License lookup

   • Receipt of payment

   • Copy of license

THINGS TO KNOW:

All applications must be submitted prior to any action/class/course.  If it is submitted after the travel or course, it will be denied by OSC. 

If you have any questions during the process, you should contact your TRO directly.

For all DOT travel, make sure there is a detailed justification when filling out your application, to support each instance of travel.  Justification should include:

• Full name of the conference and the organization hosting it

• How attending it will be helpful to your job and/or your Bureau’s goals

• Sessions of interest (if applicable)

• How you plan to share or use what you learn upon return

PROCESS FOR TUITION REIMBURSEMENT 
CO-101 and CO-17XP-PR

The process for tuition reimbursement is two parts: submit CO-101 AT LEAST TWO WEEKS BEFORE the class is to begin, then CO-17-XP-PR AFTER THE CLASS HAS CONCLUDED.  You will have to submit all forms to your TRO to finalize the tuition reimbursement process.

Employees who want to take a course must obtain information on costs and course descriptions from an educational institution before submitting an application.  Courses should be taken at fully accredited colleges or universities.  If the institution is not accredited, approval from DAS is required. 

List for Tuition TROs here: Tuition Reimbursement Officers  (PDF) (5/5/2023)

BEFORE CLASS BEGINS.

1. You can find CO-101 online or request it from the TRO for your agency.

2. CO-101 must be submitted AT LEAST TWO WEEKS PRIOR to the start of the class.

3. Submit with the application to your TRO a course catalog description or brochure as well as a projected course schedule (or actual schedule if available) and an itemization of costs (a copy of fees listed in the educational institution's catalog is acceptable for this purpose).

AFTER THE COURSE IS OVER

1.  You can find CO-17XP-PR online or at the hyperlink above, or you can request it from the TRO for your agency.

2. CO-17XP-PR must be submitted to your TRO with supporting documentation including:

   1. transcript/grade report with student name and institution clearly stated

   2. Documentation from the institution showing the semester, the course title, the number of credits per course, your grade or certificate/indication that you successfully completed the course

   3. Proof of payment

3. Proof of payment, including an itemized receipt with the name of the student and institution verifying the amount paid to the educational institution for the course(s), registration fee, and any loan documentation (under specific circumstances).

GENERAL THINGS TO KNOW:

The TRO will not forward the application until it is complete and they should communicate with you if anything is missing.  If you have any questions during this process, you should contact your TRO directly.

Reimbursement is not guaranteed if deadlines are not met and documentation is not provided.  Money is not guaranteed for tuition reimbursement even if the paperwork is approved and through the pre-class process.  This is on a first come first served basis.  

What can be reimbursed for a license: course fee, study materials, and test fee.
Courses from accredited institutions of higher learning will be eligible for this reimbursement, inclusive of long-distance learning courses. 

The maximum reimbursement rate shall be 75% of the per credit rate for undergraduate and graduate courses at the University of Connecticut at Storrs, inclusive of fees.

No employee may be eligible for reimbursement for more than three (3) courses or twelve (12) credits in each year of the contract.