This policy was released for campus comment in Fall 2023.

FORM - Justification for Payment or Reimbursement of Professional Licenses Certification 

Frequently Asked Questions:

• What is an example of specialized training? 
  • The Institute purchases a drone and training is needed for employees to be able to fly the drone.
• What is an example of a specific and direct monetary benefit? 
  • It would cost the Institute $500 to outsource a task to a third party versus paying $300 for an employee to receive a certification to be able to perform the same task.  The cost differential of $200 is the specific and direct monetary benefit to the Institute.
• Is employee retention considered a direct monetary benefit for the Justification for Payment or Reimbursement of Professional Licenses, Certifications, & Specialized Training form?    
  • No. The Institute values employee retention, however, the direct monetary benefit of providing g the professional license, certification, or specialized training is not able to be quantified as it relates to retention of the employee. The University System of Georgia (USG) offers “Critical Skills Retention Incentive” compensation under their HRAP Policy on Incentive Compensation and Rewards.
• Will professional licenses, certifications, or specialized trainings listed as a qualification or requirement in a job description be reimbursed under this policy? 
  • A professional license, certification, or specialized training listed as a required qualification in a job description may be reimbursed using Institute GenOps funds only if it is required to perform the duties of a position related to health, safety, or legal compliance, is required by an external third party, or provides a documented, direct, and specific monetary benefit to the Institute.
• Is training associated with professional license or certification continuing education credits allowable for reimbursement?
  • Costs associated with normal professional development that has a specific and direct impact on the operational effectiveness of the Institute may be expensed or reimbursed under this policy even when such training also provides continuing education credits associated with individual licenses or certifications.
• What documentation is required to justify a specific and direct monetary benefit to the Institute? 
  • A completed and approved “Justification for Payment or Reimbursement of Professional Licenses, Certifications and Specialized Training” form is required to be attached to the invoice or reimbursement request and should include specific and detailed support for the dollar amount of direct monetary benefit to the Institute.
• What documentation is required to justify sponsor approval? 
  • A completed and approved “Justification for Payment or Reimbursement of Professional Licenses, Certifications and Specialized Training” form is required to be attached to the invoice or reimbursement request demonstrating allowability and approval. The request should include proof that this expense is allowed on the sponsored grant/award as documented in the award budget or separate correspondence from the sponsor.
• What are examples of when a certification would be required to perform the duties of a position?
  • Examples may include licenses or certifications for police officers, physicians, nurses, or attorneys. 
• What is an example of a non-allowable license, certification, or specialized training expense?
  • The Institute Controller in the Controller’s Office has their CPA license. Annual renewal expenses would not be allowable reimbursements as the license is not required to perform the duties of the position.  Georgia Tech may include certain licenses or certifications as required or preferred qualifications on a job description; however, since the license or certification is not legally required to perform the duties of the job, the renewal would not be payable or reimbursable.
• What is a situation where an external third party would require a license, certification or specialized training?
  • An example could be a grant from the Department of Defense where a certification is required to work on a particular type of research.