Setting Up a Study Expense Agreement

In this article, you’ll learn:

• What a study expense agreement is

• Why you can add it to a request

• What happens after you complete the request

• What to include in a study expense agreement

What Is a Study Expense Agreement?

A study expense agreement is a document that defines the terms and conditions for employees who take a course or training paid for by the organization. Examples include:

• Repayment conditions when leaving the organization

• Use of the personal learning budget

• General agreements between the employee and employer

⚠️ Note: The agreement you upload is a general version for your organization. It is not intended for individual employee arrangements.

Do You Need to Add a Study Expense Agreement?

It’s not mandatory, but it’s strongly recommended. Adding a study expense agreement helps to:

• Ensure the employee knows the conditions in advance

• Prevent misunderstandings or disputes later

• Formally record what the organization expects

Where to Add the Attachment

1. Go to Requests in the LMS.

2. Click the three dots on the right side of a request.

3. Select Study Expense Agreement.

4. Turn the setting On.

5. Choose whether this section is mandatory.

6. Click Choose file from computer.

7. Upload the document you want to add.

What Happens After Adding It?

• The attachment is automatically included in the confirmation email sent to the employee.

• The employee immediately gains access to the document.

What to Include in a Study Expense Agreement

Here are some commonly used sections:

• Repayment Terms

            Example: 

If the employee leaves the company within 2 years after completing the course, (part of) the costs must be repaid, unless it concerns mandatory training.

• Personal Development Budget (PDB). Guidelines on how the budget can be used, possibly with a reference to an internal HR manual.

• Exceptions or Deviations. If deviations are possible, specify that these must be arranged outside of Studytube.

Tips

• Make sure the document is clear and up to date.

• Align the content with HR and Legal departments.

• Preferably use a standard organizational template.