Supporting Professional Development for Executive Administrative Staff
Funding is available to support the professional development needs of Executive Administrative Staff at the University.
The intent of the Executive Administrative Professional Development (EAPD) Fund is to encourage and support employees to access learning activities that will enhance current job performance as well as to support skill development that will open up opportunities for transfer and promotion throughout the University.
Application Submission Update
EAPD Fund Year: April 1, 2013 – March 31, 2014
Status of Fund: Open and accepting PD Expense claims
Updated: EAPD Fund Guidelines (PDF)
NEW: Please note the following changes to the EAPD Fund, these changes are intended to improve staff access to the Fund and simplify the overall PD Expense claims process. Read more.
Changes for 2013-2014 Funding Year:
- Individual funding limit for EAPD Fund set at $1,000 ($200 decrease)
- Discontinuation of quarterly allocation of PD Funds, returning to annual system where all funds are released at once. Funds distributed to staff on a first come, first served basis until end of fund year or exhaustion of the available budgeted funds (change effective as of June 1, 2013)
- Activity start date no longer defines the timing of a EAPD Fund submission
- All receipts must be submitted within 60 days of the original purchase date (change effective as of June 1, 2013)
NEW: Lynda.com – Online Software Training and Tutorials for All Executive Administrative Staff:
HR is excited to announce that UBC administrative support staff have free access to Lynda.com, an industry leading software and technology online training service. sponsored by the EAPD Fund through monies set aside for this group-wide educational opportunity. Registration information is available on our HR online software training webpage.
We encourage staff to access Lynda.com prior to requesting EAPD funding for alternative software training providers.
Important Information for Staff with Recent PD Expenses:
Because the discontinuation of the quarterly allocation of EAPD Funds is happening part-way through the funding year, there will be a June-July transition period in which we will assist staff with claims that were eligible for submission under the previous quarterly allocation framework. Impacted staff should note that we anticipate that some staff have been holding on to eligible completed PD Expense claims for submission later this year. These claim are eligible for submission anytime after June 1. We encourage you to submit these as soon as possible.
How to Apply for PD Funding Reimbursement
- review the EAPD Fund Guidelines (PDF), updated June 1, 2013
- pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf
- fill out the EAPD Fund Application Form (PDF) and attach original receipts & supporting documentation as described on the claim form
- Send the completed claim form within 60 days of your purchase date (as noted on your receipt) to:
UBC Human Resources
350 – 2075 Wesbrook Mall, GSAB
Vancouver Campus, Zone 1
Employees belonging to the Executive Administrative employment group staff are eligible to apply for up to $1,000* in funding reimbursements each UBC fiscal year, April 1 – March 31. The annual funding limit is pro-rated for staff working less than .50 FTE.
Funding applications are approved on a first-come, first-served basis and are subject to the availability of the overall budgeted funds for the year.
When to Apply
PD Expense claims are eligible for submission to the EAPD Fund as soon as the upfront payment has been made* and must include receipts & any supplemental documentation required as described on the PD Expense claim form .
Claims must be submitted to Human Resources within 60 days of the original PD expense purchase date (as shown on receipt). Please note that after 60 days from the original date of purchase, PD expenses will no longer be eligible for EAPD funding support.
*This is a significant change from our previous quarterly allocation funding framework which required applicants to pay special attention to the timing of activity start date in order to submit a claim. This criteria is no longer a requirement.
All PD activities must be related to current job enhancement or career progression at the University. The fund can not be used for any other purpose.
Typical professional development activities include: courses, workshops, certificate/diploma and academic degree programs, conferences, textbooks/ resource books, and professional memberships. Travel expenses may also be considered on a case by case basis. Additional details can be found in the EAPD Guidelines.
Travel expenses are reimbursed as per UBC Travel Policy #83 (local travel is not EAPD Fund eligible).
Please note: Authorizing managers should not request a staff person to access the EAPD Fund to cover any job-related skill development required for, or integral to, the effective functioning of the position (EAPD Fund Guideline ) as these expenses should be covered by the department/unit.
Approval & Reimbursement Process
The PD Fund Coordinator in UBC Human Resources will review your claim to ensure it is consistent with the purpose of the program, within available individual funding limits, and includes all applicable receipts and back-up documentation as noted on the application form.
If you paid the upfront costs out of pocket, you will be reimbursed by direct bank deposit. If the upfront costs were paid by your department on your behalf, the PD Fund Coordinator will arrange reimbursement to your department by Journal Voucher transfer. In either case, you will receive an approval/confirmation email once your claim has been processed.
The reimbursement process make take up to 3 weeks.
MOST Workshop Special Payment Process: If you are applying for funding for a MOST workshop offered by UBC Human Resources, you do not have to pay upfront . Instead, once you send us your customized application form (provided by email at time of MOST online course registration) the PD Fund Coordinator will arrange payment of your MOST workshop on your behalf. You should send in this form prior to the start date of the MOST course.