Payment Procedures

(1) The Commission shall review the request for payment and, if approved, remit the payment to the eligible fire departments the educational incentive pay awarded to firefighters who have completed the required training. At the selection of a department, the educational incentive pay shall be disbursed to the county or municipality where the fire department is located. The disbursement of these funds shall be subject to all of the following conditions: (a) The Educational Incentive Pay Program shall be based on the availability of funds appropriated by the General Assembly. (b) Payment will be made only upon request by the fire department and upon submission of the necessary documentation by the administrative officer of the eligible department. 1. By March 1 of the calendar year, submit the following information: (i) Educational Incentive Pay Program Request; (ii) In-Service Training Report; (iii) Statement of the Fire Chief attesting to accuracy and completeness of the information; EDUCATIONAL INCENTIVE PAY CHAPTER 0360-07-01 (iv) Acknowledgement from County Mayor or Executive accepting payment; and (v) Training Substitution Forms for the previous year, if necessary. 2. Payment shall be made in a lump sum directly to the governmental entity handling the disbursement of funds for the eligible departments. (c) No payment shall be made after the end of the fiscal year, June 30, unless such payment is authorized by the departments of Commerce and Insurance and Finance and Administration. (d) It shall be the responsibility of the unit of government to disburse the funds to the individual firefighters after the deduction of the applicable taxes. (e) The governmental entity receiving the funds shall be responsible for any increase in the employer’s contribution to social security or like programs necessitated by the increase in the employee’s annual base earnings. (f) A firefighter shall not be eligible for the educational incentive pay from more than one (1) fire department. (g) Effective August 31, 2018, information and training programs required by the Commission shall be received at the Commission office by October 1 of the preceding calendar year in which training is to be taught. Programs submitted after October 1 but before October 15 may be considered for approval from the Commission upon a waiver request submitted by the department. Failure to provide all information by the required date may result in a rejection of a request for educational incentive pay. (h) Departments submitting a certified list of eligible firefighters shall also certify to the Commission that each qualifying individual is a member of the department whose name was on the department payroll as of December 31, as a volunteer firefighter of the department or as a volunteer firefighter of the department for training purposes as of December 31, of the calendar year in which training was received. If a qualifying individual is separated from the fire service for any of the following reasons, after becoming qualified, the firefighter will be considered as having met the December 31 requirements if the firefighter: 1. Becomes eligible and accepts a service retirement and begins drawing retirement benefits; 2. Becomes eligible and accepts a disability retirement; or 3. Dies while employed or serving as a volunteer. (i) All requests for educational incentive pay shall be submitted to the Commission office no later than March 1 of each calendar year. 1. A department shall have fifteen (15) calendar days from the date it receives notice that a correction is required to its request for educational incentive pay to make the necessary correction and return the request to the Commission. All documentation must be received at the Commission office no later than May 31 for payment. 2. Departments may submit additions to their requests for educational incentive pay for up to sixty (60) days from the date educational incentive pay checks were EDUCATIONAL INCENTIVE PAY CHAPTER 0360-07-01 mailed or deposited if not later than June 30. Payment of these additions is contingent upon availability of funds. (j) If a volunteer firefighter completes the required training but is unable to find a local government willing to accept the firefighter’s payment, the volunteer firefighter may coordinate with the State Fire Marshal’s Office to arrange for payment to be issued directly to the volunteer firefighter as long as all requirements from the Department of Finance and Administration are satisfied.