REIMBURSEMENT APPLICATION FORM INFO - SUPPORT STAFF

Frequently Asked Questions and Instructions for Filling out the Correct Form.

Fill out the form completely and forward to Learning & Organizational Development once you have registered in the course. 

 

WHICH FORM DO I USE?

Degree-credit courses

  • A Degree-Credit Course is a course that can be applied to a degree at the University of Manitoba. You do not have to be working toward a degree and you can be taking the course through Distance and Online Education.

Degree program 

  • A graduate degree program (Master’s or Doctoral), where fees are paid annually instead of being paid on a course-by-course basis.

Use the “Tuition Fee Remission” form

 

Non-degree courses*

  • Any course that is not a Degree-Credit Course offered at the University of Manitoba falls into the Non-degree-Credit Course category, including degree-credit courses taken at other institutions.

Use the “Staff Development Request” form

*If a course, offered at the University of Manitoba, is taken at a different institution reimbursement may be denied.

 

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 FILLING OUT THE FORM

  • Forms can be found at this link and filled out online or printed.

Part A

“Employee #” This is a 6-digit number and can be found on your pay stub. On a Staff ID Card, it is the 6 digits before the “-2”.
“Employee Group” This is your compensation groups (i.e. AESES, EMAPS)
“Department” Please indicate the department (i.e “Dean’s Office)
“Faculty” Please indicate the faculty (i.e. Faculty of Arts)

Part A - Tuition Fee Remission Application Form

“Course Number(s)” i.e. STAT 1000
“Course Title(s)”

i.e. Basic Statistical Analysis 1

  • 6 credit hour courses (Part A & Part B) will count as one course.
“Cost” Please see fee statement and indicated the tuition portion only for each course.
“Graduate Program” This line is filled out only if you are registered in a graduate program and are paying the annual graduate program fee. If you are registered in a graduate program, the start and end dates will be September 1 and August 31.
“Start Date” & “End Date” Please indicate the start and end date.  i.e. Sept 1/15 to Dec.6/15

Part A - Staff Development Request Form

“Course/Program/ Seminar/Workshop Title(s)” Course name required.  If a course with a similar title is offered at the University of Manitoba, it is your responsibility to provide information explaining the difference between the two courses.
“Institution”  i.e. Extended Education, “University of Manitoba - CHERD” , "CGA Manitoba”, “St. John’s Ambulance”.
“Start Date” & “End Date” Please indicate the start and end date.  i.e. Sept 1/15 to Dec.6/15

Please remember to sign and date the form before sending it to your supervisor!

Part B -  Staff Development Request Form

“Employee #” This is a 6-digit number and can be found on your pay stub. On a Staff ID Card, it is the 6 digits before the “-2”.
“Employee Group” This is your compensation groups (i.e. AESES, EMAPS)
“Department” Please indicate the department (i.e “Dean’s Office)
“Faculty” Please indicate the faculty (i.e. Faculty of Arts)

 

“Dean/Director/ Designate*"

If you are in an academic Faculty: your Dean
If you are in an academic School: your Director
If you are in an administrative Unit: your Director

“Designate” is someone your Dean or Director has approved to sign the Tuition Fee Remission or Staff Development Request form in their place

 

  • This section indicates who is paying for the course: You or your Department. If the department has paid the reimbursement must be made to the original & operational FOAP.
  • The signature of the Dean/Director or their designate indicates they are aware you are taking courses and, if applicable, confirms that the department has paid your registration fees.

Tuition Fee Remission Application Form

 

Part C - Tuition Fee Remission Application Form & Staff Development Request Form

“Employee #” This is a 6-digit number and can be found on your pay stub. On a Staff ID Card, it is the 6 digits before the “-2”.
“Employee Group” This is your compensation groups (i.e. AESES, EMAPS)
“Department” Please indicate the department (i.e “Dean’s Office)
“Faculty” Please indicate the faculty (i.e. Faculty of Arts)

Following the successful completion of your course, please ensure that you forward your mark/proof of satisfactory completion and fee statement to Learning & Organizational Development to initiate the reimbursement process.

 

 

Staff Development
  1. This section is signed by your immediate supervisor. It addresses how the course taken relates to your job or your career goals and indicates that arrangements have been made to make up any time loss if the class takes place during your regular work hours.
  2. This section indicates who is paying for the course: you or your department. If the department is paying for the course, the department will receive the reimbursement and the FOAP where it wishes the reimbursement to be credited must therefore be indicated.
  3. The signature of the Dean/Director or their designate indicates they are aware you are taking courses and, if applicable, confirms that the department has paid your registration fees.
Proof of Registration

You can send in your proof of registration either with the form or when you send in your proof of completion. This is indicated in Part B of the Staff Development Request or in Part C of the Tuition Fee Remission. Any of the following proofs of registration can be sent.

Staff Development

If you are paying for the course yourself, please send any one of the following:

  1. Confirmation of Registration letter (that shows the amount paid)

  2. Registration form

  3. Credit card or Debit card receipt (please black out the card #)

If the department or Faculty is paying for a non-degree-credit course, any of the following can be sent.

  1. Visa Order form

  2. EPIC purchase order

  3. Concur Report

If the fees are paid in currency other than Canadian, please provide documentation that shows the actual amount paid in Canadian dollars.

Sending in the Form

When the form has been completed and signed, please send (or drop off) a hard copy of the original form with original signatures prior to the course starting to:

Lynn Bohonos

Learning & Organizational Development

137 Education Bldg

 Or scan and e-mail a copy to lynn.bohonos@umanitoba.ca, but please send the original as well.

When the Course is Finished

Send a copy of your proof of successful completion (mark statement for the course, certificate, letter from the instructor confirming attendance) and a copy of your proof of payment (if not already sent) to Learning & Organizational Development.

 

When the proof of successful completion is received, the reimbursement will be processed.

Tuition Fee Remission The amount of tuition that was paid is confirmed by Student Records. Staff Development Request The reimbursement is based on the proof of payment provided.

 

Reimbursement

The information is sent to Payroll for processing and is paid on your pay cheque. The reimbursement will appear as “Tuition Reimbursement” in the left-hand column of your pay stub.

If you have any questions regarding any of this information, about your personal eligibility, about course eligibility or any thing else, please contact Lynn Bohonos at 474-9124 or lynn.bohonos@umanitoba.ca.