13.22 / Payment of Fees and Dues for Professional License, Certification, or Organizational Membership

Payment Permitted

1. The resulting license, certification, or membership must improve both the Employee’s skills and knowledge level and the operations of the University at the Employee’s department level, as determined by Leadership;
2. Advance approval must be obtained from the Director of Accounts Payable (or their designee) for University payment or reimbursement for dues or fees for professional licenses, certifications, or organizational memberships;
3. Prepayment of fees and dues for a professional license, certification or organizational membership directly to the Employee is prohibited;
4. Organizational memberships shall be in the name of the University, when available; and
5. An Employee may be reimbursed for the cost of an initial exam for a license or certification, but reimbursement shall not be paid until after successful completion of all requirements that result in licensure and certification.

Repayment By Employee

1. Unless otherwise stated in this policy, a University Employee shall repay the University for any dues or fees paid or reimbursed pursuant to this policy when the dues or fees cumulatively total $1,000 or more within a fiscal year and the Employee separates from employment within 12 months of receipt of the associated license, certificate, or membership. This obligation shall be memorialized in a Wichita State University Repayment Agreement (“Repayment Agreement”), which shall be signed by the participating Employee, department Leadership (or their designee), and the Director of Accounts Payable (or their designee).
2. Such repayment by the Employee shall be prorated based on the number of months remaining in the 12 months since the receipt of certification, license, or membership.
3. Department Leadership may choose not to enforce a Repayment Agreement if it is in the best interest of the University under the following circumstances:
   1. When an Employee transfers to employment with another State of Kansas agency; or
   2. When the subject of the Repayment Agreement is an organizational membership that can be legally transferred to and/or used by another University Employee.

Delegation of Authority

1. The powers and authorities prescribed to the Director of Accounts Payable and Leadership under this policy are delegated by the President.

Compliance

1. Failure to comply with the requirements and procedures of this policy may result in denial of the requested payment or reimbursement; denial of renewals for professional licenses, certifications, and organizational memberships; Employee reimbursement to the University for Procurement Card charges; and/or corrective action up to and including involuntary separation from employment.

1. Employee: An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees.
2. Leadership: University Department Chairs, Directors, Deans or any other individual designated by the University with authority to supervise an Employee.
3. University : Wichita State University.

Approval of Payment or Reimbursement

1. Requests for approval for the University to pay or reimburse the fees and dues for professional licenses, certifications, and organizational memberships must be submitted to Accounts Payable on the Request for Professional Fees and Dues Form and must comply with the following:
   1. Requests must be made in advance of the cost being incurred, including payments made with a University Procurement Card;
   2. Requests must have the approval of the Employee’s department Leadership (or their designee); and
   3. Requests must provide the Employee’s name and license/certification/membership details and confirm that department Leadership has determined that the professional license, certification, or organizational membership will improve the Employee’s skills and knowledge level and the operations of the department with a description why.
2. Approvals may be subject to an Employee’s execution of a Wichita State University Repayment Agreement in accordance with Section III.B of this policy.

Payment, Reimbursement, or Reconciliation

1. Once approval is obtained from the Director of Accounts Payable, requests for direct payment, reimbursement, or reconciliation by the University must be submitted through Emburse Enterprise (Chrome River) in accordance with the University’s procedures, which can be located on the Emburse Enterprise (Chrome River) webpage.
2. In addition to any documentation normally required by University procedures, the following must be attached to requests submitted in Emburse Enterprise for direct payment, reimbursement, or reconciliation for professional licenses, certifications, and organizational memberships:
   1. An approved Request for Professional Fees and Dues Form; and
   2. When approval is subject to the Employee entering a Repayment Agreement, the Repayment Agreement signed by the Employee and department Leadership.