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Staff Development FAQs
Allowance Amounts
- How is my carryover amount determined when I change bargaining units?
- Is my benefit allowance based on my actual hours worked?
- Are extra-help employees eligible for the Staff Development benefit?
- I looked up my allowance amount using the Staff Development database online. What do the different amounts mean?
- How is my allowance prorated when I promote or change bargaining units in the middle of the fiscal year?
- How is my allowance prorated when I leave employment before the end of the fiscal year?
Claim Submission
- A training/conference/class I would like to attend takes place 3 months in the future but requires advance registration and payment. If I register and pay now, can I be reimbursed now, or must I wait until after the training/conference has taken place?
- I’m submitting a claim for $50, but I only have $25 left in my account. Do I need to modify my claim amount to match the balance left in my account?
- How long does it take for reimbursement to appear on my paycheck?
- Can Journal Vouchers be used?
- Are white claims (A/P claims) required?
- Should I submit original receipts with my claim form?
- Is there any way for vendors to be paid directly?
Previous Fiscal Year Submissions
- I paid in advance last fiscal year for a class that takes place this fiscal year. Can I be reimbursed using my current fiscal year allowance?
- I paid for a class last fiscal year that started last fiscal year and ended during the current fiscal year. Can I be reimbursed for the class?
Required Documentation
- Are signatures required from both my Senior Manager and Department Head?
- Who approves claims for Department/Agency Heads?
- Is proof of completion required for class/training reimbursements?
- If I use a credit card to make a purchase, does the name on the credit card statement have to match my name?
- If submitting a credit card statement as proof of payment, should I block out other purchases not pertinent to my claim?
- When is a Professional Development Plan required?
Computer/Electronic Device Submissions
- What electronic device accessories are allowable?
- Why is my computer/electronic device purchase considered "taxable" when I am primarily using it for my job?
- Are electronic device warranties and/or service agreement allowable?
- Is a Professional Development Plan required for electronic device purchases?
Travel
Physical Fitness/Wellness
- If I have a "couple" or "family" gym membership, how do I request full reimbursement for myself?
- I am already signed up at a gym and monthly fees are automatically deducted from my bank account. Can I receive reimbursement?
- I signed up for an annual gym membership during the last fiscal year. The membership is for the current calendar year. Can I be reimbursed for the months that occur during the current fiscal year?
- The Staff Development Policy Manual specifically excludes "entry, participation or league fees" under the wellness/physical fitness benefit. Are gym membership/initiation fees the same thing?
- What types of fitness programs are allowable under the physical fitness/wellness benefit?
- Are fitness DVD’s eligible for reimbursement?
- What sort of documentation must I include for a physical fitness/gym claim?
- Can I purchase a County of Sonoma Regional Parks Membership with my wellness benefit allowance?
Allowance Amounts
How is my carryover amount determined when I change bargaining units?
Your carryover will be the lesser of your actual carryover balance at the time you changed bargaining units, or the maximum allowed for your new unit.
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Is my benefit allowance based on my actual hours worked?
No. Your benefit allowance is based upon your position’s allocated FTE.
Are extra-help employees eligible for the Staff Development benefit?
No.
I looked up my allowance amount using the Staff Development database online. What do the different amounts mean?
If you have more than one balance shown in the database, one is your annual staff development allowance (including carryover) and one is your wellness/physical fitness allowance (for some bargaining units this is in addition to the annual staff development allowance rather than a portion of it). Your total available allowance is the sum of your balances. The wellness/physical fitness allowance may be used toward staff development expenditures. However, the staff development allowance cannot be used toward wellness expenses. If you still have questions about your benefit amount, refer to your bargaining unit’s MOU or contact us at staffdev@sonoma-county.org.
How is my allowance prorated when I promote or change bargaining units in the middle of the fiscal year?
Eligible employees who promote or change bargaining units between July 1 and December 31 are eligible for 100% of the new bargaining unit’s allowance. Eligible employees who promote or change bargaining units between January 1 and March 30 are eligible for one half (1/2) of the new bargaining unit’s allowance and one half (1/2) of the previous bargaining unit’s allowance. Eligible employees who promote or change bargaining units between April 1 and June 30 are eligible for one quarter (1/4) of the new bargaining unit’s allowance and three quarters (3/4) of the previous bargaining unit’s allowance.
The proration rules apply to each allowance (Staff Development allowance and Physical Fitness/Wellness allowance). The proration rules do not apply to any carryover amount.
How is my allowance prorated when I leave employment before the end of the fiscal year?
Annual benefit allowances are provided on a fiscal year basis. Eligible employees who terminate or plan to terminate prior to January 1 are eligible for one half (1/2) of the annual allowance. Eligible employees who terminate between January 1 and March 30 are eligible for three quarters (3/4) of the annual allowance. Eligible employees who terminate between April 1 and June 30 are eligible for the entire allowance.
The proration rules apply to each allowance (Staff Development allowance and Physical Fitness/Wellness allowance). The proration rules do not apply to any carryover amount.
Claim Submission
A training/conference/class I would like to attend takes place 3 months in the future but requires advance registration and payment. If I register and pay now, can I be reimbursed now, or must I wait until after the training/conference has taken place?
You can request reimbursement as soon as refunds are no longer allowed. This will require submitting documentation indicating the last day that refunds are eligible. If no such date exists or documentation cannot be obtained, you must wait until after the training/conference occurs to seek reimbursement.
I’m submitting a claim for $50, but I only have $25 left in my account. Do I need to modify my claim amount to match the balance left in my account?
No. You will only be reimbursed with what is remaining in your account. It is helpful if you note on the claim form that you are aware of your remaining balance.
How long does it take for reimbursement to appear on my paycheck?
The turnaround time is typically two to four weeks once it has been received by Risk Management, depending on your claim submission timing in relation to the pay cycle and whether the claim needs to be returned for additional information.
Can Journal Vouchers be used?
Journal Vouchers are no longer an appropriate way to process Staff Development expenses except in a rare case when an employee has no resources to first incur the expense themselves. The new Staff Development policy follows IRS regulations which require employees to first incur the expense themselves before they can be eligible to be reimbursed through a fringe benefit program such as our Staff Development program. The vast majority of Staff Development claims will now be reimbursing employees through payroll, once the employee provides proof of payment.
Requests to use the Journal Voucher process should be directed to Human Resources-Risk Management. If approved, such cases may also be taxable to the employee per IRS regulations.
Are white claims (A/P claims) required?
No. We are no longer using white claim forms since claims are no longer processed through the accounts payable process but instead processed through payroll. The new claim form can be found on the Human Resources website’s Staff Development page at the following link: Staff Development Benefit Allowance Program
Should I submit original receipts with my claim form?
It is best to submit copies of your original receipts. Receipts lose their ink when they are taped over or highlighted making them difficult to read.
Is there any way for vendors to be paid directly?
No. Under the Staff Development program, employee reimbursement is a required component of the program.
Previous Fiscal Year Submissions
I paid in advance last fiscal year for a class that takes place this fiscal year. Can I be reimbursed using my current fiscal year allowance?
Yes. Claim reimbursements are based on the date of the training/conference and not the date that the employee made their payment.
I paid for a class last fiscal year that started last fiscal year and ended during the current fiscal year. Can I be reimbursed for the class?
Claims such as these can either be prorated across both fiscal years or paid in the year in which the majority of the class falls. Remember, in general, reimbursements are based on the date of the training/conference and not the date that the payment was made. Be sure to meet all year end deadlines.
Required Documentation
Are signatures required from both my Senior Manager and Department Head?
This depends on the expenditure. The Staff Development claim form requires two signatures: one from your supervisor, and the second from your department head, senior manager, or department designee. If your supervisor is also a senior manager, department head, or designee, please have them sign both lines and check the appropriate box.
Please note: All computer hardware and electronic device reimbursement requests require approval by a department head or senior manager Designee signature is not sufficient.
Who approves claims for Department/Agency Heads?
The County Administrator approves claims for all Department/Agency Heads, including elected officials.
Is proof of completion required for class/training reimbursements?
A Certificate of Completion is not required for reimbursement.
If I use a credit card to make a purchase, does the name on the credit card statement have to match my name?
No. However, the name on the purchase receipt should match the name on the claim for reimbursement.
If submitting a credit card statement as proof of payment, should I block out other purchases not pertinent to my claim?
We recommend that you do this, but it is up to you to protect your privacy. If you do, be sure to use a black marker and submit a copy of the original which prevents visibility through the ink.
When is a Professional Development Plan required?
The development of a Professional Development Plan is recommended prior to requesting any reimbursement so that Staff Development funds are used appropriately to achieve all goals. However, a Professional Development Plan is only required for electronic device purchases (computers, laptops, PDA’s, tablets, other hardware, etc). It is optional for all other reimbursements.
Computer/Electronic Device Submissions
What electronic device accessories are allowable?
Allowable accessories include those that primarily protect the device, such as cases, or those that enhance the functionality of the device, such as a keyboard.
Why is my computer/electronic device purchase considered "taxable" when I am primarily using it for my job?
According to IRS regulations, all electronic purchases are taxable if they become the property of the employee.
Are electronic device warranties and/or service agreements allowable?
No. Warranties and service agreements are not allowable expenses.
Is a Professional Development Plan required for electronic device purchases?
Yes. A Professional Development Plan is required for all electronic device purchases.
Travel
From which point is mileage calculated when I travel for business?
You are not eligible to be reimbursed for your usual work commute, only those miles in excess of your normal commute. Calculate miles starting from your work address if you drive past there to get to your travel destination or from home if it is closer. This only applies when you travel during your normal work hours.
Physical Fitness/Wellness
If I have a "couple" or "family" gym membership, how do I request full reimbursement for myself?
Request documentation from your gym detailing the cost of an "individual" membership to be reimbursed at that rate. You can only be reimbursed for your fees, not for additional family members. Submit this documentation along with proof of payment. If you signed up for a "couple" gym membership and do not provide documentation of the cost of an "individual" membership, you can be reimbursed for 50% of the "couple" membership or 33% of a "family" membership.
I am already signed up at a gym and monthly fees are automatically deducted from my bank account. Can I receive reimbursement?
Yes. Request a statement from your gym showing dates of service and payments made and submit this with your claim.
I signed up for an annual gym membership during the last fiscal year. The membership is for the current calendar year. Can I be reimbursed for the months that occur during the current fiscal year?
Yes. Request a statement from your gym showing the dates of service and payments made in the current fiscal year and submit this with your claim.
The Staff Development Policy Manual specifically excludes "entry, participation or league fees" under the wellness/physical fitness benefit. Are gym membership/initiation fees the same thing?
No. Membership/initiation fees are a required part of the cost of gym membership and, therefore, are an eligible expense.
What types of fitness programs are allowable under the physical fitness/wellness benefit?
Eligible: Gym memberships and nutrition, Yoga, and Pilates group classes with a primary focus of improving wellness through education or a series of flexibility and strength training exercises in generally non-competitive activities.
Not eligible: Individual or group lessons in activities such as tennis, golf, martial arts, ice skating, and dance with a primary focus aimed at gaining skills or improving technique in a sport or recreational activity which often is competitive. Any type of personal training (strength training, Pilates reformer training).
Are fitness DVD’s eligible for reimbursement?
Yes.
What sort of documentation should I include for a physical fitness/gym claim?
Documentation should clearly indicate dates of service or membership, proof of payment, and type of membership/services purchased (e.g. individual membership).
Can I purchase a County of Sonoma Regional Parks Membership with my wellness/physical fitness benefit allowance?
Yes
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