Course Reimbursement

Graduate Course Pre-Approval




As we have done in the past, forms for graduate course pre-approval will be accepted via a Google form.  For winter and spring semester courses (beginning on or after December 1, 2018 and ending on or before May 31, 2019), the Google form will be available on the following webpage beginning on Sunday, September 30, 2018 at 5:00 p.m.  The link to the form will not appear on the website until 5:00 p.m. on Sunday, September 30, 2018. A sample of the form is attached to this memo.

We will no longer be accepting paper forms.  The only way you can request reimbursement is by completing the Google form.  If a paper form is received, it will not be reviewed for reimbursement and will be sent back to the employee. 

You will have to complete a separate form for each class.  Once your Google form is submitted, you will receive an email confirmation that it was received.  Notification as to whether your request is approved or denied will be done via email from the email address  Pre-approval forms will be accepted for reimbursement until the cap of $112,500 has been reached.  The next opportunity for reimbursement will be in April 2019 for summer and fall semester courses (beginning on or after May 1, 2019 and ending on or before December 31, 2019).

Certified employees will be reimbursed for twelve (12) credits per school year (July to June).  However, certified employees who were accepted for enrollment prior to July 1, 2016 will not be held to this restriction.  In addition, if an employee does not remain an employee of the Board of Education for two (2) additional years after receiving the most recent course reimbursement check, he/she shall repay the reimbursement per the following percentages:

• Leave within one (1) year – The Board must be reimbursed 100%. 
• Leave within two (2) years – The Board must be reimbursed 66.67%. 

In addition, the following stipulations apply per Article XI of the BTEA Contract:

•Only teachers with standard or permanent certificates may apply for course reimbursement.
•All courses must receive pre-approval to be reimbursed. 
•Teachers will receive 100% reimbursement for the first graduate degree program (capped at the Rutgers University rate) – letter of matriculation required. 
•Teachers will receive 75% reimbursement (capped at the Rutgers University rate) for subsequent masters degree or any doctoral program – letter of matriculation required. 
•Teachers will receive 50% reimbursement (minimum of $225 per academic year) for non-matriculated courses and/or certificate programs. 
•Maximum reimbursement is at the current per credit Rutgers University rate. 
•Reimbursement request must be made within 3 months of completion of course.
•The following must be indicated on the pre-approval form:
            o If you reside outside of New Jersey. 
            o Tuition cost (reimbursement will not be provided for any other fees, including technology fee, books, etc.). 
            o Start date of the course. 

Graduate Course Reimbursement – Winter and Spring Courses

As a reminder, the following items need to be returned to Christina Hendricks in the Board Office in order to ensure timely processing of reimbursement payments:

•Pre-approval form approved by Mr. Siet 
• Signed voucher, with the following information listed:
            o Your name in vendor section and building reimbursement check is to be sent
            o Complete title of course (include course #)
            o  Name of college/university
            o Number of credits
•Bill/registration form indicating breakdown of all costs/fees for course (the breakdown must be included)
• Proof of payment (credit card statement, copy of canceled check)
• Copy of grades

*vouchers may be located on the BTEA Staff Drive under Payroll-Pension information.

There will be no notification of an incomplete course reimbursement request. In addition, the institution must be listed on the U.S. Department of Education’s website of accredited universities at Please be sure to list your name and the name of your college/university on all e-mail correspondence or it will be discarded. No substitution of pre-approved courses is permitted without appropriate documentation from the university.

If you have any questions, please contact Christina Hendricks at or at (908) 204-2600 ext. 101. 

Sample Form

 Course Reimbursement Form

Course Reimbursement FormCourse Reimbursement Form