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Professional Development Funds

Professional Development Funds Update for Managerial, Supervisory, Confidential, and Non-Exclusively Represented   Business and Administrative (B & A) Unit Employees

The Professional Development Funds (PDF) were established in 1991 to provide an opportunity for employees to obtain partial reimbursement for education or training that is not available through state-offered training or department funding sources. These programs are funded in accordance with the coordinated compensation plan approved by the Civil Service Commission.

The main points are:

  • Both college course credits and non-degree programs such as professional seminars, conferences, and continuing education credits are eligible.
  • The funds will reimburse 50 percent of eligible expenses. Application must be made within 35 working days after you have completed the course. Payments are made on a fiscal year basis therefore applications must be submitted within 35 working days after course completion and before the close of the fiscal year in which the course ended. Please also see questions 14 below.
  • To qualify for PDF reimbursement, you must first comply with your department's policy on tuition reimbursement. For example, if your department requires prior approval for tuition reimbursement, and denies your application because you did not submit it on time, then you will also not qualify for PDF reimbursement. It is your responsibility to be informed about your department's policy and to comply with it.
  • Amounts reimbursed by your department are not counted as part of the PDF dollar limit for the fiscal year. (The 50 percent limit continues to apply to the total reimbursement by your department and the PDF for each course. Therefore, if your department reimburses 50 percent of tuition, the PDF will reimburse only for 50 percent of other eligible expenses, such as books and laboratory fees, for that course.)
  • Effective January 1, 1999:

  • The reimbursement limit per fiscal year is $1,200.00.
  • Minimum eligible expenses will be $50.00, resulting in a minimum reimbursement of $25.00.
  • Information on student loans is no longer required.
  • Reimbursement will be made for only one degree at a level. If you have been reimbursed for classes toward one degree, you will not be eligible for reimbursement for a second degree at that level (e.g., a second Bachelor's degree or second Master's degree).
  • Reimbursement will only be made for courses which result in a grade of C (2.0) or higher at the undergraduate level and B (3.0) or higher at the graduate level.
  • F   A   Q
    Frequently Asked Questions about the Professional Development Funds

    1. Why do the funds distinguish between managerial, supervisory, and confidential (MSC) and non-exclusively represented (NER) employees?

    Two funds were established in the pay-setting process: one for MSC employees, who are not eligible for collective bargaining, and one for NER employees in the Business and Administrative Unit, who are eligible for bargaining but have not elected an exclusive representative. The criteria for reimbursement are identical.

    2. Who is eligible?

    Applicants must have completed a required initial probationary period and be employed 40 percent or more of full time on a continuing (permanent) basis in a managerial, supervisory, confidential, or non-exclusively represented position as of the date of application for reimbursement.

    Exclusively represented employees are not eligible for reimbursement from the Professional Development Fund. (If you are not certain, check with your Personnel Officer regarding your unit designation.) Employees in limited-term positions are not eligible, unless the employee previously obtained status in a permanent position and later transferred or was appointed to a limited-term position.

    3. Must an employee have status?

    Yes. Therefore, initial probationary employees must wait until they gain civil service status before requesting reimbursement for a course they have completed.

    4. What types of courses or training are eligible for reimbursement from the PDF?

    The training must be related either to your current position or to career opportunities within state government. It can include college courses, professional conferences, continuing education credits, seminars offered by independent vendors, etc.

    Applicants should expect to provide information confirming the relevance of the course or seminar to state service, if asked. If you have a question about whether the course you are considering is eligible, please contact the Office of the State Employer at the address or telephone number listed at the end of this web page.

    Review courses intended solely to prepare for a professional licensure or certification exam (e.g., Bar Review or CPA Review courses) or credits for prior experience or a portfolio review are not eligible.

    5. Which department-offered or department-sponsored training courses are eligible for PDF reimbursement?

    None.

    6. What expenses are covered?

    Eligible costs are those that are related to the course or seminar, such as tuition, texts, registration and laboratory fees from accredited institutions. The fund will not reimburse for costs unrelated to the course, such as activity fees, facility or technology support fees, travel expenses or parking, late fees, finance charges, health insurance fees, typing, or graduation fees.

    7. What is the relationship between department training or tuition reimbursement funds and these Professional Development Funds?

    The primary responsibility for supporting employee development remains with the employing department. PDF reimbursement is not intended to be a substitute for departmental funding. Instead, it is a resource available directly to eligible employees who undertake professional development that is not funded by their departments.

    Employees who attend school, training, or other professional development activities must comply with all requirements for obtaining funding in their own department or agency. They must exhaust all those resources before becoming eligible for PDF reimbursement.

    8. How should I handle PDF application if my department will provide funding or reimbursement?

    Apply for department funds first. Then you may apply to the PDF for reimbursement of other eligible expenses. Your application must include documentation of any department funding or reimbursement for the courses included on your PDF application form.

    9. How should I handle PDF application if my department does not provide funding or reimbursement?

    Your application must include documentation from your department stating that it does not provide tuition funding or reimbursement.

    10. How does the fund treat scholarships, grants or other stipends?

    Such grants are not counted in the 50 percent limit or $1,200 per fiscal year ceiling. A grant is subtracted from allowable costs incurred by the employee. Any remaining cost not paid by the grant should be treated as any other reimbursement application; that is, apply for departmental funding first, and then apply to the PDF if there are costs remaining.

    11. How are student loan obligations treated?

    Student loans are the responsibility of the student/borrower. The State undertakes no responsibility for repayment of such loans.

    12. When should I apply for reimbursement?

    You must submit your application, with the necessary proofs, within 35 working days after completing the course. Also see question 14.

    The application form, DMB-115-OSE, can be obtained from the OSE website www.michigan.gov/ose. If you do not have access to a computer please see your personnel office for assistance.

    13. May I apply before the start of a course or seminar?

    Only under unusual circumstances, namely that you need to know before you take the course whether you will be reimbursed, and you call the Office of the State Employer (see phone number at the end of this page). However, we will be unable to make a final determination without seeing the entire application.

    14. Is there a deadline for submitting applications and proofs?

    Yes. You must submit the application and supporting documentation within 35 working days after course completion, and before (September 30), the close of the fiscal year in which the course ended.

    If it will be impossible to supply all proofs by that date, you must still submit the application and all available documentation within the deadline. Include a note explaining the circumstances and requesting an extension. Each request will be considered on a case-by-case basis.

    Application forms should be returned to the Office of the State Employer, at the address printed on page 2 of the form.

    15. When can I expect to receive reimbursement?

    In most cases the reimbursement check for approved costs will be mailed three to four weeks after your application is reviewed and your eligibility is determined.

    16. Are the reimbursements from the fund taxable?

    Effective January 1, 2002, Educational Assistance for all undergraduate level courses were made tax exempt on a permanent basis for amounts up to $5,250. In addition all graduate level courses were made tax exempt for amounts up to $5,250. This means that graduate and undergraduate courses are now non-taxable up to the limit of $5,250. Please note that the cap of $5,250 is an annual cap.

    17. What responsibilities do departments have regarding these funds?

    Departments are responsible for:

    • providing application forms to employees on request. Forms are available on line by clicking here.
    • providing official confirmation of the department's approval or denial of funding for training expenses. If funding was approved, confirmation must include proof of amounts authorized or paid.
    • 18.  When should I apply for reimbursement for Ph.D. dissertation credits?

      Dissertation credits are usually given a grade of P (Pass) or S (Satisfactory) at the completion of the dissertation.  Some universities will give an I (Incomplete) until the dissertation is completed, then the grade is changed to S or P.  You must claim dissertation credits during the fiscal year in which they were completed.  In instances where the grade is an I, the applicant must attach a statement from the Chairperson of their dissertation committee, stating that the applicant is making satisfactory progress towards the completion of the degree.

      We encourage you to take advantage of this opportunity for professional development. The funds are jointly administered by the Office of the State Employer and the Department of Civil Service. If you have any questions about the funds after reading this page, please contact:

      Professional Development Fund
      c/o Office of the State Employer
      Capitol Commons Center, 4th Floor
      PO Box 30026
      Lansing, MI 48909
      (517) 373-7400

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