CDOT Reimbursement Program
For Tuition, License and Certification Reimbursement
OVERVIEW
CDOT's Education and Professional Development Reimbursement program provides financial assistance to employees pursuing a degree or certificate program, obtaining or maintaining a professional license or certification or learning a new language. Information on this page includes:
WHO IS ELIGIBLE FOR REIMBURSEMENT
To be eligible for reimbursement through the Procedural Directive, you must:
Be a current full-time equivalent CDOT employee OR permanent part-time CDOT employee.
Have at least one year of State service for requests that qualify for 50% reimbursement.
Not be under disciplinary action and must be in good standing (i.e., have no corrective or disciplinary actions in the past 12 months).
Have a most recent performance evaluation with an overall rating of 3 (successful) or higher, for the period covered by the reimbursement (including your most recent performance evaluation).
For requests that qualify for 100% reimbursement, an employee is eligible once they are employed by CDOT. To determine who reimburses (or pays for) your license or certification, review the Licenses and Certifications that Qualify for 100% Reimbursement Google Doc.
HOW TO APPLY FOR REIMBURSEMENT
Key points to remember when applying:
We recommend you submit the EPDR Form before you take your course or obtain or renew your license/certification.
Funds are first-come, first-serve. Submitting in advance reserves funds, confirming there is money to reimburse you.
You can submit the EPDR Form after you take a course or obtain or renew your license/certification, but you'll only be reimbursed if funds are available.
You must also submit the following required documentation within 30 days to receive reimbursement:
Copies of your current grades, current license, current certification or current membership card; and
An itemized copy of your receipts showing what you paid.
If you don't submit the required documentation within 30 days of completing a course or obtaining or renewing a license/certification, reimbursement is not guaranteed.
Which PROFESSIONAL CERTIFICATIONS AND LICENSES Does CDOT REIMBURSE?
All current full-time equivalent or permanent part-time employees are eligible to apply for and receive reimbursement, subject to available funds. For licenses and certifications that qualify for 50% reimbursement (not required by PDQ), the employee must have at least one year of service to be eligible. For those that qualify at 100% (are required by PDQ), the employee qualifies once they are employed by CDOT. Licenses, certifications, and educational expenses that were accrued prior to hiring will not be accepted. CDOT will also reimburse for the related education, such as a prep course to obtain a license or a continuing education course to maintain a license.
Each license or certification that is paid for at 100% will either be:
Paid for by your regional business office or;
Reimbursed by the Office of Employee Development.
To determine who reimburses (or pays for) your license or certification, review the Licenses and Certifications that Qualify for 100% Reimbursement Google Doc. To give you a better idea of what’s reimbursable, here's a spreadsheet listing certifications and licenses CDOT has reimbursed over the years.
FREQUENTLY ASKED QUESTIONS
Tuition Reimbursement
Do I need to submit a new request before each semester/trimester/term?
Yes. You must submit an EPDR Form each semester, trimester or term to confirm if you are eligible and reserve funds.
What tuition programs does CDOT reimburse?
CDOT reimburses 50% of out-of-pocket costs up to $2000 per fiscal year for schoolwork for a degree program or continuing education program that will benefit CDOT (i.e. is related to a CDOT job). The program can be related to your current position or to a position that you aspire to at CDOT. CDOT also reimburses for CDOT-related certificate programs from colleges (e.g. business degree specialization certificate).
What expenses are eligible for tuition reimbursement?
Tuition, required course materials, and mandatory fees. CDOT does not reimburse for RTD, parking passes or any fees within the employee's control.
Is there a minimum passing grade?
Yes. To qualify for reimbursement, you must get a minimum grade of C (2.0) or a pass on a pass/fail class.
Professional Certifications & Licenses
What is eligible for professional certification or license reimbursement?
CDOT can reimburse eligible employees for a qualifying license or certification as well as the education that helps them earn or maintain that eligible license or certification. If your license or certification is required for your current position, document it as required. It can be reimbursed at 100%.
Is there a list of common licenses and certifications that CDOT will reimburse?
Yes. To give you an idea of what’s reimbursable, review the spreadsheet listing certifications and licenses CDOT has reimbursed over the years.
What qualifies for 50% reimbursement as opposed to 100% reimbursement?
CDOT can reimburse eligible employees for a qualifying license or certification as well as the education that helps them earn or maintain that eligible license or certification. If your license or certification is required for your current position as documented, it can be paid for at 100%.
Who do I submit my request to?
Review the Licenses and Certifications that Qualify for 100% Reimbursement Google Doc to determine whether your request should be:
Processed by your regional business office or;
Reimbursed by OED.
Certain requests can be paid for by the regional business office without requiring reimbursement. Check with your regional business office for details.
What if my required license or certification is not in my Position Description Questionnaire?
Work with your supervisor and your HR Specialist to determine if and how to update your PDQ.
Memberships
What is eligible for membership reimbursement?
CDOT may reimburse for a professional membership directly relevant to an employee's current position. Costs related to attending a membership organization's conferences, events, or activities are not reimbursable.
Note: CDOT prioritizes reimbursement for educational expenses; as a result, CDOT will delay approving membership fee reimbursement until qualifying educational expenses are reimbursed.
Is there a list of common memberships that CDOT will reimburse?
Yes. To give you an idea of what memberships are reimbursable, review the spreadsheet listing memberships CDOT has reimbursed over the years.
Reimbursement Amount & Receipts
How much can an eligible employee be reimbursed?
50% reimbursement may be provided up to an annual maximum of $2000 per fiscal year based on funds availability. Reimbursements at 100% for required licenses and certifications do not count toward this annual maximum.
Total Reimbursement (50% and 100% combined) per fiscal year will not exceed $5250, the federal maximum that can be exempted from withholding tax.
Are reimbursements limited to available funds?
Yes, Reimbursements are limited to available funds. Funds are available on a first-come, first-served basis.
Submitting Reimbursement Requests
Why should I submit an EPDR Form before my class begins?
Reimbursements are limited to available funds. Funds are available on a first-come, first-served basis. Submitting your EPDR Form before your class, or before you obtain or renew your license/certification, helps ensure you are eligible and allows us to confirm if funds are available.
What documentation is required for reimbursement?
This documentation is required:
Copies of your current grades, current license, current certification, or current membership card
An itemized copy of your receipts showing what you paid
Does my reimbursement request require itemized receipts?
Yes. All Education and Professional Development Reimbursement Itemization request forms must include itemized receipts. Requests without itemized receipts won't be approved.
If I didn't submit the OED EDPR Form in advance, am I still eligible for reimbursement?
Reimbursement funds are available first-come, first-served. If funds are available, and your request is eligible for reimbursement, then you may request reimbursement after you complete a course or obtain a license/certification. You have 30 days from completion to submit your request.
My current job requires a license or certification. Who do I submit my request to?
Review the Licenses and Certifications that Qualify for 100% Reimbursement Google Doc to determine whether to submit a request to your regional business office or to OED.
SAP Numbers
What is my SAP Personnel (PENR) Number?
It's your unique four-digit or five-digit SAP Personnel Number. To find it:
Log on to the SAP Portal;
Then click the Personal Data tile.
Here you will find your SAP Position Number (a.k.a. PENR Number). If you still need help, here are how-to instructions to find your SAP Position Number.
What is my SAP Vendor Number?
It's your unique SAP number that CDOT uses to reimburse you for travel, expenses, tuition/certification reimbursements, etc. If you've submitted an expense report in the past, then you already have an SAP Vendor Number.
To find it:
Log on to the SAP Portal;
Then click the Personal Data tile.
Under Employee Profile, you will find your Vendor Number.
How do I obtain an SAP Vendor Number if I don't have one?
You must get one before you submit a request for reimbursement. Please email dot_vendormaster_requests@state.co.us to request the form to set up a vendor account. Once you have completed the form, please email it back to dot_vendormaster_requests@state.co.us for processing.
REIMBURSEMENT PROCEDURAL DIRECTIVE
Review PD 1262.1 Education & Professional Development Reimbursement Program PDF.
CONTACT FOR REIMBURSEMENT QUESTIONS
Contact the EPDR Program Manager, Bryon Hays, at bryon.hays@state.co.us.
PRINT THE REIMBURSEMENT FLYERS
Printing the flyers for your office can help get the word out and ensure your coworkers know about reimbursement. There are two flyers available, one on the original 50% reimbursement and one on the expansion: