Certification and Licensure Exam Fee Reimbursement Program
(for Employees in the PS&T Unit)
Program Guidelines and Application Form
for the period April 1, 2008 – March 31, 2009
David A. Paterson Governor
Gary Johnson, Director Governor’s Office of Employee Relations Kenneth Brynien, President Public Employees Federation
Certification and Licensure Exam Fee Reimbursement
Table of Contents
A. Program Description .............................................................................................................1 B. Employee Eligibility .............................................................................................................1 C. Exam Eligibility ....................................................................................................................1 1. Job- or Career-Related ....................................................................................................1 2. Certification or Licensure ...............................................................................................2 3. Accreditation...................................................................................................................2 D. Exam Time Period and Exam Grade ....................................................................................3 E. Amount of Reimbursement...................................................................................................3 F. Reimbursement Eligibility ....................................................................................................4 G. Costs and Fees NOT Reimbursed .........................................................................................4 H. Application Sources ..............................................................................................................4 I. Application and Reimbursement Process .............................................................................4 Step 1: Complete the Application Form ..............................................................................5 Step 2: Attach the Required Documentation .......................................................................5 Step 3: Mail the Application and Required Documentation................................................5 Step 4: Receive the Reimbursement ....................................................................................5 J. Taxation of Certification and Licensure Exam Fee Reimbursements ..................................6 K. Program Funding and Monitoring ........................................................................................6 Application Form
Issue Date: October 28, 2008
Certification and Licensure Exam Fee Reimbursement
Certification and Licensure Exam Fee Reimbursement Program
A Pilot Program to Reimburse Certification and Licensure Examination Fees For Employees in the PS&T Unit A. Program Description The Certification and Licensure Exam Fee Reimbursement Program (Program) provides reimbursement of certification and licensure examination fees to state employees in the Professional, Scientific and Technical Services (PS&T) Unit. The time period covered by this Program is April 1, 2008 – March 31, 2009. During this time period, an employee can be reimbursed a maximum of $600 for certification and licensure examination fees. Please note, this program does not cover fees for Civil Service exams, which are reimbursed through PEF Membership Benefits. (Please check the PEF website at www.pef.org under Membership Benefits.) B. Employee Eligibility At the time of registration for the exam, and upon successful completion of the exam, an employee must be either: 1. A New York State or Roswell Park employee with Attendance Rules coverage in the Professional, Scientific and Technical Services Unit (PS&T Unit) who is either full- or parttime, has completed the 13 biweekly pay period qualifying period to earn and use vacation; or, A New York State or Roswell Park employee in the PS&T Unit who has been laid off in the past year, and has not been rehired in a PS&T State or Roswell Park position, and is on the appropriate Civil Service or Roswell Park Preferred List; or, A New York State or Roswell Park employee in the PS&T Unit who is on full-time nondisciplinary leave without pay (must be documented with a letter from agency personnel or human resources director).
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C. Exam Eligibility To be eligible for reimbursement an exam must comply with three requirements: 1. The exam must be job-related or career-related or both. 2. The exam must result in certification or licensure for an occupation that currently exists in New York State service. 3. The exam must be administered by an accredited body. These three requirements are described more fully below: 1. Job- or Career-Related The exam must be job-related or career-related or both. The terms job-related and careerrelated are defined as follows:
Issue Date: October 28, 2008 1
Certification and Licensure Exam Fee Reimbursement a. A job-related exam is one that: • • • Maintains or improves the professional certification status required for the employee’s current job; or, Directly relates to, or enhances, the current job assignments, duties, or responsibilities; or, Meets the express requirements of the individual’s employer that are imposed as a condition of continued employment.
b. A career-related exam is one that: • • • Increases the opportunity for advancement within a title series; or, Increases the opportunity for advancement to promotional positions outside of the current title series; or, Enhances an employee’s ability to acquire professional certification in an entirely different occupation, for which there is a current civil service title in the State of New York.
2. Certification or Licensure The exam must result in certification or licensure for an occupation that currently exists in New York State service. Examples would include, but are not limited to, the following: a. Information Technology: Exams for certification in specific software or hardware programs by manufacturers such as Microsoft, Novell, Oracle, etc. b. Substance Abuse: Credentialed Alcoholism and Substance Abuse Counselor written exams c. Law: New York State Bar exam d. Finance: Certified Public Accountant exam, Financial Planning exam e. Nursing: Certification in specific nursing disciplines such as Psychiatry, Forensics, etc. f. Engineering: Certification in specific engineering disciplines such as Storm Water Management 3. Accreditation The exam must be administered by an accredited body. An accredited body is defined by one or more of the following: a. Chartered, approved, or authorized by the New York State Board of Regents, or an equivalent recognized body b. Licensed or registered by the New York State Education Department, or an equivalent recognized accrediting body c. Licensed, registered, or approved by a department or agency of the State of New York to provide specific certification or licensing exams d. Certified computer manufacturers, such as Microsoft or Oracle, and authorized third parties who administer classes and certification exams on software, hardware, and other related information technology equipment
Issue Date: October 28, 2008 2
Certification and Licensure Exam Fee Reimbursement e. Nationally recognized professional associations, or their state or local chapters accredited to administer specific exams and award certification by the appropriate accrediting body D. Exam Time Period and Exam Grade 1. The exam must be held on or after April 1, 2008. 2. The exam must be scored with a passing grade. The documentation of that result must accompany the application for reimbursement, which must be postmarked no later than 60 days after the date posted on the grade report. For examinations taken from April 1, 2008 through October 1, 2008 applications must be postmarked no later than 60 days after the date posted on the grade report or December 1, 2008, whichever is later. E. Amount of Reimbursement As described below, there are two possible levels of maximum reimbursement for employees eligible to participate in this program. 1. Eligible full-time employees or part-time employees who are employed to work 50% or more will be reimbursed for the full cost of each exam, not to exceed total reimbursement of $600 during the fiscal year running from April 1, 2008 to March 31, 2009. For example: An eligible full-time employee has already received $400 and takes an exam with a fee of $300. This employee would receive only $200 in reimbursement toward the $300 exam fee, thus reaching the $600 maximum reimbursement available under the program. 2. Eligible employees who are employed to work less than 50% and those on full-time nondisciplinary leave without pay will be reimbursed 50% of the cost of each exam, not to exceed total reimbursement of $300 during the fiscal year running from April 1, 2008 to March 31, 2009. For example: An eligible employee employed to work less than 50% takes an exam with a fee of $300. This employee has already taken exams during the eligibility period and has received reimbursement of $200. Since the employee is entitled to 50% reimbursement, the normal reimbursement for the $300 fee would be $150. Because the employee has already received $200, this person would now only be eligible for $100 of the $150, to bring their total reimbursement to $300. For purposes of this program, employees participating in a Voluntary Reduction in Work Schedule (VRWS) agreement are deemed to be full-time employees. Eligible employees who are on a Civil Service or Roswell Park preferred list will be reimbursed in accordance with either E.1. or E.2. above depending upon their employment at the time they were laid off. The employee’s status during the pay period in which the exam was taken will determine the applicable reimbursement rate.
Issue Date: October 28, 2008
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Certification and Licensure Exam Fee Reimbursement F. Reimbursement Eligibility To be eligible for reimbursement all of the following conditions must be met: 1. 2. 3. 4. 5. The applicant must meet the employee eligibility criteria described in Section B above. The exam must comply with the exam eligibility criteria described in Section C above. The exam must be taken within the time period described in Section D above. The exam grade must be passing as described in Section D above. The minimum reimbursement amount is $25. Applications seeking less than $25 will not be processed. However, employees taking multiple tests costing less than $25 within the covered period of April 1, 2008 - March 31, 2009, may combine the requests on one application. Where an eligible employee, by virtue of experience and training, is permitted to seek evaluation of credentials in lieu of an examination, reimbursement of fees paid for this evaluation will be permitted provided that such evaluation leads to initial certification or licensure in New York State and that all other requirements of this program are met. Future renewals of this license or certification will not be reimbursed under this program (see Section G “Costs and Fees NOT Reimbursed”).
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G. Costs and Fees NOT Reimbursed Costs and fees not reimbursed by this Program include, but are not limited to: 1. 2. 3. 4. 5. 6. 7. Civil Service exam fees Fees for exams leading to certification in a career that does not exist in NYS Service Fees for exams leading to college credit for life experience Exam fees less than $25 Academic and application fees Study material (books, CDs, DVDs, etc.) and supplies License and Certification renewals
H. Application Sources A Certification and Licensure Exam Fee Reimbursement Program Application Form is included with these guidelines. Application Forms are also available from agency/facility training or personnel offices, PEF representatives, and the PEF Education Department. The application can also be found on the GOER website at http://www.goer.state.ny.us/train/pst/2008CertLicenseExamFee/index.html and the PEF website at www.pef.org. I. Application and Reimbursement Process Once the exam has been completed and the grade received, the four (4) steps in the application and reimbursement process are as follows:
Issue Date: October 28, 2008
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Certification and Licensure Exam Fee Reimbursement
Step 1: Complete the Application Form
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Complete a separate Certification and Licensure Exam Fee Reimbursement Program Application Form for each exam, except for exams costing less than $25, which may be combined. (See Section F.5.) Photocopy the blank application form if applying for more than one reimbursement. Read the application and these guidelines carefully and provide all the information required. Incomplete or illegible applications will be denied.
Step 2: Attach the Required Documentation
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The following documents are required and must be attached to the completed reimbursement application: Proof of payment for exam - Original invoice/receipt from the exam provider showing payment made, title of exam, date of exam administration, and cost of exam. Proof of a passing grade on the exam - Copy of documentation showing passing grade.
Step 3: Mail the Application and Required Documentation
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Make a copy of the application and required documentation to keep for your records. Mail the application and documentation via certified mail, return receipt requested and save a copy of the returned receipt as evidence that your package was mailed by you and received by GOER. Applications must be postmarked no later than 60 calendar days after the date posteed on the grade report. For examinations taken from April 1, 2008 through October 1, 2008 applications must be postmarked no later than 60 calendar days after the date posted on the grade report or December 1, 2008, whichever is later. Late applications will not be processed and reimbursement will be denied. Faxed or emailed copies of the application and documentation are not permitted, as an original signature and original receipt(s) are required. GOER cannot accept responsibility for lost or misdirected mail.
Mail the completed reimbursement application form with an original signature (no photocopies) and all required documentation to: Governor's Office of Employee Relations Certification and Licensure Exam Fee Reimbursement Program 2 Empire State Plaza, 7th Floor Albany, New York 12223 Step 4: Receive the Reimbursement
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The PS&T Program Unit will review all applications and all required documents.
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Issue Date: October 28, 2008
Certification and Licensure Exam Fee Reimbursement
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The PS&T Program Unit will review to ensure that the conditions in Section F, Reimbursement Eligibility, have been met and the steps in Section I, Application and Reimbursement Process, have been followed. The PS&T Program Unit will notify the applicant regarding approval or denial or the application via home email or home mailing address if no home email is provided. A reimbursement check will be mailed to the applicant’s home address by the Office of the State Comptroller approximately three to four weeks after the applicant receives notification that the application has been approved.
NOTE: The Certification and Licensure Exam Fee Reimbursement Program does not include an appeal process. J. Taxation of Certification and Licensure Exam Fee Reimbursements The IRS considers reimbursements under the Certification and Licensure Exam Fee Reimbursement Program taxable income. K. Program Funding and Monitoring Funding for the Certification and Licensure Exam Fee Reimbursement Program is provided through Article 15 of the 2007-2011 Agreement between the State of New York and the Public Employees Federation (PEF). Article 15 of the Agreement also establishes the Professional Development Committee (PDC) consisting of two designees from the Governor’s Office of Employee Relations (GOER) and two designees from PEF. The PDC has adopted these program guidelines and monitors the administration of this program. For information about other PS&T Unit employee programs, including tuition reimbursement benefits, visit the GOER website at www.goer.state.ny.us/train/pst/index.html or the PEF website at www.pef.org.
The NYS Governor's Office of Employee Relations and the Public Employees Federation do not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or sexual orientation in the admission, access to, or employment in their programs or activities. Reasonable accommodation will be provided on request.
Issue Date: October 28, 2008
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Certification and Licensure Exam Fee Reimbursement Program for Employees in the PS&T Unit Application Form The Program reimburses a maximum of $600 for certification and/or licensing exams. To be eligible for reimbursement, exams must have been taken on or after April 1, 2008. To be eligible for payment, the following documents must be submitted: 1) signed reimbursement Application Form for each exam costing more than $25. 2) original proof of payment. 3) proof of passing grade. It is required you send these documents by certified mail, postmarked on, or before, March 31, 2009. We recommend you make a copy of these documents for your records prior to mailing. The Exam Fee Reimbursement Unit is not responsible for lost, misdirected, late, or incomplete applications. Mail all documents to: Governor’s Office of Employee Relations Certification and Licensure Exam Fee Reimbursement Program 2 Empire State Plaza, 7th Floor Albany, New York 12223 The Certification and Licensure Exam Fee Reimbursement Program guidelines are available at http://www.goer.state.ny.us/train/pst/CertLicenseExamFee If you have additional questions, examfee@goer.state.ny.us.
Employee Eligibility: You must be a NYS or Roswell Park employee in the PS&T Unit who meets one of the following criteria (check applicable box): I am employed to work full-time or part-time, have Attendance Rules coverage and have completed the 13 biweekly pay period qualifying period to earn and use vacation I was laid off in the past year and have not been rehired in a PS&T State or Roswell Park PS&T position and am on the appropriate Civil Service or Roswell Park preferred list (documentation needed) I am on full-time non-disciplinary leave (documentation needed)
(Note: If you do not meet one of these criteria then you are not eligible. See Section B. of the guidelines - page 1) 1. Social Security #: 2. Name: 3. Start date with New York State:
(Required for payment by the OSC) 4. Home address:
5. City:
6. State:
7. Zip:
8. Agency/Facility Code:
9. Agency/Facility Name:
10. Work Phone/Ext:
11. Job Title:
12. Salary Grade:
13. Home Email Address:
14. Reimbursement Level (Check one of the following): Full-Time _________ Part-Time, 50% or more _________ Part-Time, less than 50% _________ (See Section E. of the guidelines – page 3) 17. Exam Provider: (See Section C.3. of the guidelines – page 2)
14. Preferred Contact Method:
15. Exam Name:
16. Exam Date:
18. Exam Provider Address:
19. Exam Provider Phone:
20. Exam Grade:
21. Cost of Exam:
22. Job- or Career-Related (Check all that apply and explain): Job-related ______ Career-related ______ Both ______
23. Certification/Licensure (Check all that apply and explain): Certification _______ Licensing _______
Explain: ______________________________________ Explain: __________________________________ (See Section C.1. of the guidelines – page 1) Your signature will attest to the authenticity of the statements in this application, as well as the enclosed documentation. I have complied with all eligibility requirements of the Certification and Licensure Exam Fee Reimbursement Program and request reimbursement. All the information contained in this request is true and accurate. I have read and understand the guidelines to this program and agree to comply with all policies and procedures. Signature: ______________________________________________________________________ Date: ____________________________
Issue Date: 10/28/2008
Certification and Licensure Exam Fee 2008 – 2009 Reimbursement Program Application Form Instructions
1. 2. 3. 4. A separate application form must be submitted for each exam over $25. More than one application may be submitted in the same envelope. Read the top of the application form for important information. To be eligible, you must be a New York State Employee in the PS&T bargaining unit and meet the eligibility criteria outlined in the Certification and Licensure Exam Fee Reimbursement Program guidelines. Check if applicable. If you cannot check the box for one of the categories you are not eligible and cannot apply. The NYS employment date is the date you began NYS service. Your Social Security number is required by the Office of the State Comptroller for tax purposes (See
Section J. of the guidelines – page 1).
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12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23.
Enter your first name and last name. Enter your official civil service job title and do not use abbreviations such as T&R. Enter your salary grade. Enter your home address and include apartment number or building number (if applicable), city, state, and zip code. This is where all information, including payment, will be sent to you. Enter your home phone number, cell phone number, and home email address so we can reach you if there are any questions about your application. If you only have a work email address then you may write that one down. Enter your agency name, then facility, department or division (e.g., Department of Taxation and Finance, Audit Division) Enter your agency/facility code. This can be found on your paycheck. Enter your work phone, including area code and extension, and your work fax number, including area code. Check your current job status and, if required, mail us the required documentation we outline in the program guidelines. Enter the school, institution, or organization providing the exam. Check either job-related or career-related as described in the program guidelines. Thoroughly read the conditions of the agreement you are signing. Enter name of the exam. Enter the date of the exam. Make a copy of this application for your files. Sign and date the application. Mail the application via certified mail, along with all required documentation, to:
New York State Governor’s Office of Employee Relations Certification and Licensure Exam Fee Reimbursement Program 2 Empire State Plaza, 7th Floor Albany, NY 12223
GOER is not responsible for lost, misdirected, late or incomplete applications. Applications should be sent by certified US mail. Copies or faxed applications will not be accepted. All questions can be addressed to examfee@goer.state.ny.us, or by calling (518) 474-6612.
Issue Date: 10/28/2008