Reimbursement Program

CDOT's program provides financial assistance to employees who are pursuing a degree or certificate program, or for obtaining a professional license or certification.

Who is Eligible? You Must:

  • Be a current full-time equivalent CDOT employee OR permanent part-time CDOT employee.

  • Have at least one year of State service.

  • 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 2 (successful) or higher, for the period covered by the reimbursement (including your most recent performance evaluation).

Apply for Reimbursement

Complete this form:

IMPORTANT:

    • 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 required documentation within 30 days of completing a course or obtaining or renewing a license/certification, reimbursement is not guaranteed.

FAQs

Tuition Reimbursement

Do I need to submit a new request before each semester/trimester/term?

Yes. You must submit an EPDR Form before each semester, trimester or term to confirm if you are eligible and reserve funds.

What tuition programs does CDOT reimburse?

CDOT reimburses 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 reimburse for business-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 or for parking passes.

Is there a minimum passing grade?

Yes. To qualify for reimbursement, you must get a minimum grade of B (3.0) 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.

Is there a list of common licenses and certifications that CDOT will reimburse?

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.

Please 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?

Reimbursement Amount & Receipts

How much can an eligible employee be reimbursed?

CDOT can reimburse an eligible employee 50% of qualifying expenses, up to $2,000 per fiscal year.

Are reimbursements limited to available funds?

Yes, Reimbursements are limited to available funds. Funds are available on a first-come, first-serve basis.

Submitting Reimbursement Request

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 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.

SAP Numbers

What is my SAP Personnel (PENR) Number?

It's your unique, four-digit SAP Personnel Number. To find it, log on to the SAP Portal then click Employee Self-Service > Personal Data. Under Employee Profile, you will find your SAP Personnel 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 your number, log on to the SAP Portal then click Employee Self-Service > Personal Data. 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. To get an SAP Vendor Number, email Julie Flores of Accounting at julie.flores@state.co.us, who will give you a Request for Employee Vendor Account form. Email your completed form back to Julie Flores.

Questions?

Watch this video that explains the program or contact Bryon Hays, Reimbursement Administrator, at bryon.hays@state.co.us.

Why should I need to submit an EPDR Form before my class begins?

Reimbursements are limited to available funds. Funds are available on a first-come, first-serve 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.