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The University of British Columbia
- a place of mind
- The University of British Columbia
- UBC Human Resources
Funding is available to support the professional development needs of Executive Administrative Staff. The EAPD Fund is intended to provide funding for learning activities that enhance an individual’s knowledge and work performance or contributes to his or her career progression at the University.
Posted April 1, 2012
April 1, 2012 marks the start of the new 2012 -2013 funding year. Eligible staff can apply for up to $1200 in funding towards professional development activities that occur during the current fiscal year (April 1, 2012 – March 31, 2013)
For the 2012-2013 funding year we are implementing the following changes to the EAPD Fund:
Please scroll down to see details on these changes.
To be eligible for application submission, your learning activity must start between April 1 – June 30th, 2012. Application deadline is June 30th, 2012 for this 1st funding period.
Send your completed application form and original receipts to:
EAPD Fund
UBC Human Resources
350 – 2075 Wesbrook Mall, GSAB
Vancouver, BC
V6T 1Z1
UBC Human Resources will review your application to ensure it is consistent with the purpose and principles of the program and within available funding limits.
You will then receive an email advising you of your funding application status. If approved, you will be reimbursed through the UBC payroll direct deposit system.
Updated April 1, 2012 (Please note as of April 18 , 2012 – the new claim submission acceptance date has been adjusted by one month - see chart below for correct submission date )
Online Automation of the Executive Administrative PD Fund (EAPD Fund)
As some of you may be aware through previous communications, over the past year we have been working on a project to automate EAPD Funds application and reimbursement process. This is part of the University’s Purchase and Payment Simplification Program, a strategic initiative to reduce bureaucracy at UBC. As we develop and pilot the new system over the coming months there will be some changes made to the way you access EAPD Funds. We will keep you informed as these changes are implemented. That said, some changes will come into effect April 1, the start of the new fiscal year. Details of these changes are outlined below.
NEW: Quarterly Distribution of PD Funds
When to Apply for Funding?
|
Quarterly Allocation |
For courses / conferences / workshops / membership renewals / subscriptions with a START DATE* of: |
Application Forms will be accepted as of: |
Application Form Submission Deadline Date: |
| Period 1 | April 1 – June 30 | April 1 | June 30 |
| Period 2 | July 1 – September 30 | July 1 | September 30 |
| Period 3 | October 1 – December 31 | October 1 | December 31 |
| Period 4 | January 1 – March 31 | January 1 | March 31 |
*in the event that a PD activity does not have a start date (ie book purchase or self paced course with flexible start date ) then purchase date will determine the applicable submission quarter.
Human Resources is piloting a new quarterly distribution system for the 2012/2013 Funding Year We will divide the overall funding pool into four equal installments, to be accessed on a quarterly basis throughout the fiscal year.
The most significant change that staff should note is that now to submit a reimbursement claim in a given quarter period, the PD activity start date must fall within that same quarter period timeframe.
To illustrate, for Period 1, April –June, staff can submit a claim for PD activities that start anytime within the April -June timeframe. All claims for Period 1 must be submitted to Human Resources by June 30. Claims for PD activities that start in Period 2, July-September, can be submitted as of July 1 and will be accepted up until September 30th, the end of Period 2 .
The chart above summarizes the new quarter period timeframe and quarterly deadline dates for the entire fiscal year.
If a quarterly funding portion is fully used up, the submission period will close, and, we will only accept applications for PD activities that start in the next corresponding quarter. You will not be able to re-submit a claim applicable to the previous quarter time-frame. Conversely, if the quarterly installment of funding is not fully used, the remainder of the money will roll over into the next quarter.
This change will ensure a more equitable distribution of funds to staff on a first-come first-served basis within each quarter, and staff who are undertaking professional development activities throughout the year will have an equal opportunity to request funding.
While this change was designed due to responses from the M&P PD Fund usage, all PD Funds administered by UBC Human Resources Vancouver will be moved to the quarterly system as of April 1, 2012. Other than an adjustment to the new application submission time-frames,we do not expect there to be any functional change to the reimbursement experience for executive administrative staff.
NEW: UBC Course/Tuition Fees Now Eligible For Funding
New in 2012-13, you can apply your PD Funds towards tuition fees for UBC undergraduate or graduate degree programs and UBC Continuing Studies courses /certificate programs taken at UBC specifically for professional development purposes. Previously, UBC undergraduate tuition was not reimbursable through the EAPD Fund.
Note: academic student & society fees are excluded from reimbursement.
Whenever feasible, we ask that you use your Tuition Fee Waiver to cover the cost of UBC courses prior to seeking top-up reimbursement from the staff PD Funds.
Unlike the UBC Tuition Fee Waiver payment process, the EAPD Funding program does not arrange internal payment transfers for UBC courses on your behalf. Course payment must be made out-of-pocket, and then a request for reimbursement can be made through EAPD Funding program. You must submit your original receipts.
This enhancement to the EAPD has been put in place to increase consistency across the various Staff PD Funds, and to support staff in accessing greater professional development opportunities offered by the University.
Contact Winnie Kam at winnie.kam@ubc.ca or 604-822-6314 or Susanna Mulligan at susanna.mulligan@ubc.ca or 604.822.9273.
Here are just some examples of work-related courses taken by Executive Administrative staff using EAPD funding:
