Supporting Professional Development for Non-Union Technicians & Research Assistants
Funding is available to support the professional development of Non-Union Technicians and Research Assistants (TRA) at UBC.
For the purposes of this funding program “professional development” is defined as those activities that enhance the knowledge, performance or career progression of an employee’s work at the University.
Application Submission Update
TRA PD Funding Year: April 1, 2013 – March 31, 2014
Status of Fund: Open and accepting PD Expense claims
Updated: TRA PD Fund Guidelines (PDF)
NEW: Please note the following significant changes to the TRA PD Fund, these changes are intended to improve staff access to the Fund and simplify the overall PD Expense claims process. Read more.
Changes Effective as of April 1, 2013:
- Discontinuation of the TRA PD Award program for Non-Union Technicians and Research Assistants; instead, we have reallocated the Award Program funds to the regular TRA PD Fund in order to increase the individual funding maximum
- Individual funding limit for TRA PD Fund set at $800 ($50 increase)
- Discontinuation of quarterly allocation of TRA 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 – effective as of June 1, ,2013
- PD Expense claims can be submitted as soon as the payment is made. Completed claim forms with receipts attached must be submitted within 60 days of the original purchase date – effective as of June 1, 2013
How to Apply for PD Funding Reimbursement
- review the TRA PD 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 TRA PD Fund Application (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:
TRA Professional Development Fund
UBC Human Resources
350 – 2075 Wesbrook Mall, GSAB
Vancouver Campus, Zone 1
Staff in the Non-Union Technicians and Research Assistants employment group (TRA) are eligible to apply for up to $800 in PD funding reimbursements each funding year. The funding year follows the UBC Fiscal Year (April 1-March 31).
Individual funding requests are approved on a first-come, first-served basis and are subject to the availability of the annual budgeted funds. If overall funding is exhausted in any one year, employees will be notified that no further applications will be approved until the fund renewal in the following fiscal year.
*Annual funding limit is pro-rated for staff working less than .50 FTE
When to Apply
PD Expense claims are eligible for submission to the TRA PD 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 TRA PD 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.
Expenses must be related to professional development activities that enhance the knowledge, performance or career progression of your work at the University. The Fund may not be accessed for any any other purpose.
Details on typical PD activities such as courses, workshops, conferences, professional journals, books, or memberships covered by the fund and a list of excluded expenses can be found in the TRA PD Fund Guidelines.
Professional development related travel expenses are reimbursed as per UBC Travel Policy #83 (local travel is not TRA PD Fund eligible).
Please note that authorizing managers should not request a staff person to access the TRA PD Fund to cover any job-related skill development required for, or integral to, the effective functioning of the position (TRA PD Fund Guideline 2.9) as these expenses should be covered by the department/unit.
Department level responsibility for covering costs noted in TRA PD Fund Guideline 2.9 applies to both required job-skill training expenses and required staff professional accreditation fee expenses. When maintaining professional accreditation is not required as a condition of employment, the TRA PD Fund may be accessed by the staff person to cover this professional development expense.
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.
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 Administrator 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.