City of Somerville Education Reimbursement

Frequently Asked Questions

How do I know if I am eligible to request for education reimbursement?

Only benefits-eligible employees who are either non-union staff or collective bargaining members of the following groups (SMEA Units A, B, and D; FAS Local 76 - Fire Suppression Unit; FAS Local 76 - Fire Alarm; and SEIU LOCAL 888 - E911) qualify for education reimbursement, pending review of their application and documentation. Newly hired employees may only be able to submit a request after a specific waiting period as stated in the application/their collective bargaining agreements. If you are unsure of your eligibility, please contact HRAdmin@somervillema.gov or call ext. 3300.

Which application should I download?

You should download the application that corresponds with your union/non union status at time of submission. If you are unsure of which bargaining unit you might fall into, please contact HRAdmin@somervillema.gov or call ext. 3300.

Can I submit an application to be reimbursed for any course, class, or educational program?

It really depends. Please follow the requirements stated in your respective application document. 

How can I submit my application?

Applications can be submitted via email to HRAdmin@somervillema.gov; via fax to 617 666 4426; or dropped off in person at the HR office at City Hall (93 Highland Ave in Somerville). Email is the preferred method. On certain applications that do not require department head approval, there is a purple button on the .pdf document itself which you can click to submit the completed document to the HR Admin team email directly.

What documentation, other than my application, should I submit?

Please make sure to submit your proof of successful course completion and proof of payment. Typically, proof of successful course completion could come in the form of an academic transcript or certificate, and proof of payment could be a credit card or bank statement showing the transaction. If unsure, please feel free to check in with the HR Admin team to see if your documentation may suffice. 

How long does it take for me to get reimbursed, once I have submitted all necessary documentation?

Please allow HR 4-6 weeks to review and approve your application and documentation for payment. During periods of high demand, reimbursement may take more time. 

I submitted my application and documentation but haven't heard back yet. What should I do?

We appreciate your patience. Due to high demand, we often might not be able to review, approve and process reimbursement as soon as we'd hope. Please email HRAdmin@somervillema.gov for an update if you don't hear back in 3 weeks about your payment.

Does this process ever change?

Yes, this process is subject to change pending any updates to internal policy or agreed upon modifications to collective bargaining agreements. It is our hope to use this SharePoint site to keep all qualifying employees updated and informed - please bookmark this page for your convenience. 

Available for Download 

• FAS Local 76 – Fire Suppression Unit Education Reimbursement Application
• FAS Local 76 – Fire Alarm Unit Education Reimbursement Application
• Non-Union Education Reimbursement Policy
• Non-Union Employee Education Reimbursement Application
• SEIU Local 888 - E911 Education Reimbursement Application
• SMEA Education Reimbursement Application
• W9 Form

For Further Assistance

Please feel free to reach out to any member of the HR Admin team via email (HRAdmin@somervillema.gov) or call ext. 3300 for assistance regarding your education reimbursement application and documentation.