City and County of San Francisco
Department of Human Resources
Finance
Online Tuition Reimbursement Program Process Flow Chart
Submit Pre-Approval
Request
Submit Reimbursement
Request
•Employee submits
necessary
documentation.
•Please look at the
documentation checklist
available on DHR's
website.
•Pre-approval ID
created, such as 101111.
•First Level Approver
reviews and approves,
modifies, or rejects the
request.
Phase
Pre-Approval
Reimbursement
•Employee incurs
expense.
•Employee submits
necessary
documentation.
•Reimbursement ID
created, such as 201234.
•First Level Approver
reviews and modifies,
or approves request.
•Department of Human
Resources (DHR)
reviews request and
changes online status to
"Approved."
Receive Reimbursement
Check
•DHR receives check
from the Controller's
Office.
•DHR changes online
status to "Paid."
•DHR mails
reimbursement check
to the address listed on
the employee's preapproval request form.
Required Documentation
1.
Signed, Pre-Approval Request Form with employee and supervisor signatures and
documentation that justifies the expense, such as:
a. Conference flier;
b. Course fee schedule; or
c. Web site screen shot.
Please note that employees represented by MEA do not have a pre-approval request
form.
2. If travel expenses are applicable per the employee’s MOU, the employee must provide
documentation that justifies the expense such as:
a. Comparative air fare quote to demonstrate the most efficient, direct and
economical airfare,
b. Roundtrip mileage estimate,
c. Documentation showing conference sponsored lodging rate,
d. Estimated ground transportation charges.
For a complete list of necessary documents and examples, please visit DHR’s website.
1. Itemized receipt that clearly describes what was purchased.
2. Proof of payment
a. Unacceptable methods of payment include gift cards, gift certificates, reward
miles, or frequent flier miles.
b. Acceptable proof of payment:
i. An uncropped cancelled check (front and back);
ii. Front of check and bank statement with employee name showing the
check cleared; or
iii. Redacted credit card statement with employee name, date, and line
item expense.
3. Proof of successful completion/attendance for courses, conferences and trainings.
1 of 1
August 4, 2016
Available on DHR’s tuition website located at http://sfdhr.org/online-tuition-reimbursement-process
TR01