Management Certification and Licensure Exam Fee Reimbursement Program Guidelines

Certification and Licensure Exam Fee

Reimbursement Program

for

Management/Confidential Employees

Program Guidelines

for the period

April 1, 2023 – March 31, 2024

Certification and Licensure Exam Fee

Reimbursement Program

TABLE OF CONTENTS

A. Program Description......................................................................................................... 1

B. Program Highlights ........................................................................................................... 1

C. Employee Eligibility .......................................................................................................... 2

D. Exam Eligibility ................................................................................................................. 2

E. Application Time Period and Deadline .............................................................................. 4

F. Alternative Sources of Financial Assistance ..................................................................... 4

G. Expenses Covered and Maximum Reimbursement Amount ............................................. 4

H. Expenses Not Covered .................................................................................................... 4

I. Application Sources.......................................................................................................... 5

J. Application and Reimbursement Process ......................................................................... 5

K. Taxation of Certification and Licensure Exam Fee Reimbursements ................................ 6

Certification and Licensure Exam Fee Reimbursement Program for M/C Employees

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A. Program Description

The Certification and Licensure Exam Fee Reimbursement (CLEFR) Program

reimburses the cost of examination fees for first-time certification and licensure to state

employees designated Management/Confidential (M/C). The time period covered by this

program is April 1, 2023, through March 31, 2024. During the time period, an employee

can be reimbursed a maximum of $1,100 for certification and licensure examination fees.

Please note: This program does not cover fees for Civil Service exams.

B. Program Highlights

• Provides reimbursement for the cost of examinations for first-time

certification or licensure of M/C employees for exams that occurred on or

after April 1, 2023, through March 31, 2024. Applications for exams that

began on or after April 1, 2023, and ended prior to August 12, 2023, must

be submitted by October 11, 2023.

• Maximum reimbursement is $1,100 for the period April 1, 2023, through

March 31, 2024.

• Reimbursement requires a passing exam grade.

• All CLEFR applications must be postmarked within 60 days after the end

date of the exam.

• All reimbursements issued during the calendar year are reported to the

Office of the State Comptroller (OSC) during the month of October.

Once these reimbursements are reported, no further payments will be

issued until after January 1 of the following calendar year.

• The IRS considers reimbursements under the Certification and

Licensure Exam Fee Reimbursement Program taxable income. The

Office of the State Comptroller will withhold estimated taxes at the end

of the calendar year. This may result in substantial withholding from

paychecks at the end of the year and applicants should plan

accordingly.

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C. Employee Eligibility

The employee’s status during the pay period in which the exam was taken will determine

the applicable reimbursement rate.

1. Current New York State or Roswell Park Cancer Institute M/C employees who are in

classified service and working for the Executive Branch

At both the start and completion date of the exam, an employee must:

• Be actively employed in a New York State or Roswell Park Cancer Institute

M/C position; and

• Be a New York State or Roswell Park M/C employee with attendance rules

coverage who is either full- or part-time (working 50 percent or more); and

• Have completed the 13 biweekly pay period qualifying period to earn and use

vacation.

An eligibility exception may be granted to the employee, if they meet all requirements

stated above, were a NYS employee represented by a different bargaining unit at the

start date of the course, and were an M/C employee at the completion date of the

course, without any breaks in service.

2. Laid off Employees

A New York State or Roswell Park Cancer Institute M/C employee is eligible for

reimbursement if the applicant:

• Has been laid off in the past year; and

• Has not been rehired in a New York State or Roswell Park Cancer Institute

M/C position; and

• Is on the appropriate Civil Service or Roswell Park Cancer Institute Preferred

List.

3. Half-Time Employees and Employees on Full-Time Non-Disciplinary Leave

A New York State or Roswell Park Cancer Institute M/C employee who works

less than 50 percent, and those on full-time non-disciplinary leave, are not

eligible for this benefit. Eligibility will be based on work status on the start date of

the exam.

For purposes of this program, employees participating in a Voluntary Reduction in Work

Schedule (VRWS) agreement are deemed to be full-time employees.

D. Exam Eligibility

To be eligible for reimbursement an exam must comply with three requirements:

• The exam must be job-related or career-related or both

• The exam must result in certification or licensure for an occupation that currently

exists in New York State service

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• The exam must be administered by an accredited body

1. Job-Related or Career-Related

The exam must be job-related or career-related or both. The terms job-related and

career-related are defined as follows:

a. A job-related exam meets one of the following criteria:

• Maintains or improves the professional certification status required for the

employee’s current job

• Directly relates to, or enhances, the current job assignments, duties, or

responsibilities

• Meets the express requirements that are imposed by the individual’s

employer as a condition of continued employment

b. A career-related exam meets one of the following criteria:

• Increases the opportunity for advancement within a title series

• Increases the opportunity for advancement to promotional positions

outside of the current title series

• Enhances an employee’s ability to acquire professional certification in an

entirely different occupation, and for which there is a current civil service

title in the State of New York

2. Certification or Licensure

The exam must result in certification or licensure for an occupation that currently

exists in New York State service. Examples would include, but are not limited to, the

following:

a. Information Technology: Exams for certification in specific software programs

by manufacturers such as Microsoft, Novell, Oracle, etc.

b. Substance Abuse: Credentialed Alcoholism and Substance Abuse Counselor

written exams

c. Law: New York State Bar exam

d. Finance: Certified Public Accountant exam, Financial Planning exam

e. Nursing: Certification in specific nursing disciplines such as psychiatry,

forensics, etc.

f. Engineering: Certification in specific engineering disciplines such as storm

water management

3. Accreditation

The exam must be administered by an accredited body. An accredited body is defined

by one or more of the following:

Certification and Licensure Exam Fee Reimbursement Program for M/C Employees

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• Chartered, approved, or authorized by the New York State Board of

Regents or an equivalent recognized body

• Licensed or registered by the New York State Education Department or

an equivalent recognized accrediting body

• Licensed or registered by a department or agency of the State of New York

to provide specific certification or licensing exams

• Certified computer manufacturers, such as Microsoft or Oracle, and

authorized third parties who administer classes and certification exams on

software, hardware, and other related information technology equipment

• Nationally recognized professional associations or their state or local

chapters accredited to administer specific exams and award certification by

the appropriate accrediting body

E. Application Time Period and Deadline

CLEFR provides reimbursement for the cost of examinations for first-time

certification or licensure of M/C employees for exams that occurred on or after April

1, 2023, through March 31, 2024. All CLEFR applications must be postmarked within

60 days of the end date of the exam. Applications for exams that began on or after

April 1, 2023, and ended prior to August 12, 2023, must be submitted by October 11,

2023.

F. Alternative Sources of Financial Assistance

If the applicant receives financial assistance from any source, the source and

amount must be reported on the CLEFR application and on the paid invoice. This

amount must be subtracted from the total. An employee who fails to report the

amount of assistance must repay the overpayment. These participants may be

excluded from participating in future programs. The CLEFR Program reimbursement

will be secondary to any other assistance received.

G. Expenses Covered and Maximum Reimbursement Amount

Eligible employees will be reimbursed for the cost of first-time examinations for

certification and licensure, up to a maximum of $1,100 during the program period. The

exam must be scored with a passing grade.

Where an eligible employee, by virtue of experience and training, is permitted to seek

evaluation of credentials in lieu of an examination, reimbursement of fees paid will be

permitted provided that such evaluation leads to de facto certification or licensure in New

York State and that all other requirements of this program are met.

H. Expenses Not Covered

Costs and fees not reimbursed by the Program include, but are not limited to:

• Civil Service exam fees

Certification and Licensure Exam Fee Reimbursement Program for M/C Employees

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• Fees for exams leading to certification in a career that does not exist in New

York State service

• Fees for exams leading to college credit for life experience

• Exam fees less than $25

• Academic and application fees

• Study material (books, CDs, DVDs, etc.) and supplies

• License and certification renewals

I. Application Sources

CLEFR application forms can be found on the OER website at:

www.oer.ny.gov/managementconfidential-mc-training-programs.

J. Application and Reimbursement Process

Once the exam has been completed, the four (4) steps to the application and

reimbursement process are as follows:

Step 1: Complete the Application Form

• Complete a separate CLEFR application form for each exam.

• Read the application and these guidelines carefully and provide all the

information required.

• Incomplete or illegible applications will be returned.

Step 2: Attach the Required Documentation

The following documents are required and must be attached to the completed

application:

• Proof of payment for exam: Original itemized invoice/receipt from the exam

provider showing payment made, title of exam, date of exam administration,

and cost of exam.

• Proof of a passing grade on the exam: If you have not received your exam

grade, please submit your application timely, and forward your grade to us

upon receipt.

Step 3: Submit the Application and Required Documentation

Submit signed, dated application, and supporting documentation in one of the

following ways:

• Email: Email the application and supporting documentation by

application deadline to mctraining@oer.ny.gov. All emailed

documentation must be in PDF format. All other formats (JPGs or other

photo formats, Word Documents, links to documentation or websites,

etc. will not be accepted.)

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• U.S. Mail: Mail application and supporting documentation, postmarked

by application deadline to:

NYS Office of Employee Relations

M/C Reimbursement Unit, 7th Floor

2 Empire State Plaza

Albany, NY 12223-1250

• Make a copy of the application and required documentation to keep for your

records.

• Applications must be postmarked no later than 60 days from the end date of the

exam.

• Late applications will not be processed and reimbursement will be denied.

• OER cannot accept responsibility for lost or misdirected mail.

Step 4: Receive the Reimbursement

• The M/C Reimbursement Unit will review all applications and all required

documents.

• The M/C Reimbursement Unit will notify the applicant regarding approval or

denial status via email.

• The Office of the State Comptroller will mail a reimbursement check to the

applicant’s home address.

K. Taxation of Certification and Licensure Exam Fee Reimbursements

The IRS considers reimbursements under the Certification and Licensure Exam Fee

Reimbursement Program to be taxable income.

All reimbursements issued during the calendar year are reported to the Office of the

State Comptroller (OSC) during the month of October. Once these reimbursements

are reported, no further payments will be issued until after January 1 of the following

calendar year.

At the end of each calendar year, OSC will withhold estimated taxes at the end of

the calendar year. Employees should consult a tax expert with questions regarding

taxation of these benefits (reimbursements). This may result in substantial

withholding from paychecks at the end of the year and applicants should plan

accordingly. The Office of Employee Relations (OER) cannot provide any tax

clarification or advice.

It is the policy of the State of New York to provide for and promote equal opportunity in

employment and equal access to all programs and services without discrimination on the basis

of age, race, color, creed, national origin, military status, sex, sexual orientation, gender identity

or expression, disability (including pregnancy-related disability or condition), predisposing

genetic characteristics, marital/familial status, status as a victim of domestic violence, or prior

arrest/criminal conviction record.