Professional Development Reimbursement Fund

Effective July 1, 1999, Faculty Association members have been eligible for reimbursement of funds related to their professional development (PDR). Please refer to the PDR guidelines below for information on eligibility and process.

Currently there are 2 separate PD pools as follows:

  1. Regular PD pool. This includes tenure stream and term bargaining unit appointments and Sessional Lecturers with Continuing Status. The accrual amount is $1,100 per year.
  2. Sessional Lecturers without Continuing Status PD Pool. Accrual is based on a rate of $25 per credit course taught.

Please refer to the PD Guidelines below for detailed information. Sessional Lecturers without Continuing Status should also refer to Entitlement for Sessional Lecturers without Continuing Status.

Download Professional Development Reimbursement Claim Form

PDR Guidelines

I. Definitions
II. Purpose
III. Entitlement and Eligibility
IV. Eligible Expenses
V. Procedure to Claim Reimbursement
VI. Advice on Administration of Policy
PDR Balance Information


I. Definitions

In this Guideline:

(a) “Entitlement” means a member’s right to financial reimbursement for professional development expenses.

(b) “Member” means any eligible member of the Faculty Association.

(c) “Year” means an academic year, beginning on July 1st and concluding on June 30th of the following calendar year.

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II. Purpose

This Guideline provides members with information on a University program intended to provide financial assistance for professional development expenses. These expenses must relate to activities that enhance the performance, ability, or effectiveness of a Member’s work at the University.

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III. Entitlement and Eligibility

1. Entitlement for Regular Faculty and Sessionals with Continuing Status. The Entitlement for an eligible Member shall be earned through service to the University at the rate of $1100 per Year for all eligible Members. Eligible members are able to access a total of 9 years of PDR funds. The 9 years of funds includes: 5 accrued years (including the current year), plus 5 borrow ahead years (which also includes the current year). Because the current year is not counted twice, the total years of funds a faculty member can access is 9 years (if they have not made a prior claim).  Refer to the sections below for further details. Please review the Eligibility and Entitlement Chart for important information on entitlement and eligibility.

Entitlement for Sessional Lecturers without continuing status

2. Absence. For greater certainty, a Member’s Entitlement shall only accrue during the time when he or she is actively working for the University or when he or she is on a paid leave of absence (e.g. study, maternity and/or parental leave). During an unpaid leave of absence or during any other period when a Member is not actively working for the University (such as when a Member is fully disabled within the meaning of the income replacement plan), no Entitlement shall accrue.  Additionally, only expenses incurred while the member is active are eligible. In the case of short term leaves, expenses incurred during the unpaid leave may be reimbursed once the faculty member has returned to active UBC service. The expense must have the support of the Academic Head of Department.

Note: In the case of full-time disability leaves, the period of disability will be frozen and previous entitlements will be carried forward.

3. Pro-rated Entitlement. Members who commence or end employment with the University other than at the beginning or end of a Year, respectively, will receive a pro-rated Entitlement or will have their Entitlement deficit adjusted accordingly. Please note, this does not apply to Sessional Lecturers without continuing status.

4. Carry forward for five years. The unused balance of a Member’s Entitlement at the end of a Year will be added to that Member’s Entitlement for the next Year to a maximum five Year Carry Forward. The Carry Forward period includes the current year. Please see above for the Carry Forward Entitlement Transition explanation. Please note, this does not apply to Sessional Lecturers without continuing status.

5. Loss after five years. As of July 1 each year unused funds from 5 years prior will be forfeited and allocated to the Career Progress Increments pool.  For example, if on June 30, 2017 a Member has yet not accessed their PDR fund, they are eligible for the following:

1) July 1, 2012 to June 30, 2013 = $1100
2) July 1, 2013 to June 30, 2014 = $1100
3) July 1, 2014 to June 30, 2015 = $1100
4) July 1, 2015 to June 30, 2016 = $1100
5) July 1, 2016 to June 30, 2017 = $1100

Total Carry Forward Entitlement = $5500

If a claim for the $1100 for July 2012 to June 2013 is not received by the PD desk in Payment & Procurement Services by June 30, 2017, then the Member forfeits this amount, as of July 1, 2017. Please note, this does not apply to Sessional Lecturers without continuing status.

6. Borrowing against future five years. Members with continuing appointments are entitled to “borrow” against future Entitlement for the next five Years, including the current Year (for a maximum of 5 years). Borrowing creates an Entitlement deficit which is repaid through future service. Members with term appointments are not entitled to borrow. Please note, this does not apply to Sessional Lecturers without continuing status.

7. Repayment of borrowed Entitlement. Members who leave the employ of the University for any reason, including resignation, retirement, or termination, must repay any and all Entitlement deficit. Please note, this does not apply to Sessional Lecturers without continuing status.

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IV. Eligible Expenses

1. Eligible expenses. The Entitlement may only be used to recoup expenses associated with professional activities. It may not be used for any other purpose. Eligible expenses under this Guideline may include:

(a) travel and associated expenses related to meetings, conferences, or other similar professional activities;

(b) registration fees and other expenses for meetings of learned societies, other professional organizations, workshops, seminars, and similar activities;

(c) membership fees in learned societies and professional organizations;

(d) fees and subscriptions for journals and books;

(e) expenses directly associated with teaching responsibilities or current active research or professional programs (including equipment such as computer hardware, software, and audio-visual equipment);

(f) communication and telecommunication network expenses related to scholarly activities and teaching; and

(g) equipment that is directly related to current active research.

NOTE 1: As non-taxable benefits, goods purchased with the Entitlement remain the property of the University and must be left with the University upon end of appointment.

NOTE 2: Furniture and salaries are examples of ineligible expenses.

Any questions regarding eligible expenses should be directed to Faculty Relations at  fr@exchange.ubc.ca.

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V. Procedure to Claim Reimbursement for All Eligible Members

1. Submitting a claim. In order to make use of his or her Entitlement, a member must complete and submit a copy of the Professional Development Reimbursement Claim Form to the head of his or her academic unit showing all expenses incurred since the Member last submitted a Professional Development Reimbursement Claim Form. Any expense must be claimed within twelve (12) months after it is incurred. A Member may submit a Professional Development Reimbursement Claim Form up to three (3) times each Year. Original receipts must accompany each Professional Development Reimbursement Claim Form. Before you submit your claim for approval please check the Eligibility and Entitlement chart to ensure your claim will be accepted.

2. Approval of claim. The Head of the Member’s academic unit shall assess whether a claimed expense qualifies as an eligible expense as described in Part IV above. Where there is a disagreement with respect to the eligibility of an expense, the matter shall be referred to the Vice Provost & Associate Vice-President, Academic Affairs, who is empowered to decide upon the eligibility of the claimed in his or her absolute discretion. The decision of the Vice Provost & Associate Vice-President, Academic Affairs shall be final and binding on all parties and there shall be no further appeal.  Before a department administrator forwards the claim to the PD Desk, they should review the PDR Form Checklist.

3. Processing of claim. Once approved by the Head of the Member’s academic unit, the Professional Development Reimbursement Claim Form, a Requisition for Payment form with only the top portion filled out (or Travel Requisition or Journal Voucher) and the original receipts must be forwarded to Requisition Processing in the Department of Financial Services at the Vancouver Campus, which in turn will process a reimbursement to the Member.

4. No claim before expense incurred. A Member is to submit a Professional Development Reimbursement Claim Form only after the expense has occurred in accordance with the eligibility provisions of this Policy under section IV.

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VI. Advice on Administration of Policy

Questions by a Member concerning the administration of this Policy should be directed to the appropriate administrator in the Member’s academic unit. Questions by an administrator concerning the administration of this Policy should be directed to Faculty Relations.

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