Funding is available to support the ongoing professional development of staff in the CUPE 2950 employment group.
The intent of the funding 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.
Claim Submission Update:
updated March 31, 2020
Current Funding Year: 2020-21 (April 1, 2020 through March 31, 2021)
Maximum Yearly Claim Amount: The maximum claim amount for eligible staff is $1,400 for the current funding year. This maximum amount is prorated if you work less than 50% part-time hours.
Status of CUPE 2950 PD Fund: Opens April 1, 2020. Due to COVID-19, claims will be temporarily accepted by email until further notice. Please see notice below.
You can access funding for your professional development activities regardless of the fiscal or calendar year they take place. Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Previous Funding Year: The 2019-20 funding year ended on March 31, 2020 and all individual balances have expired for this previous funding year.
If you have recently made a submission to the fund, you can monitor the status of your claim through the Faculty & Staff Self-Service portal. Claim details are provided via the “Staff PD” tab .
How to Apply for Reimbursement
PD fund claims for the 2020-21 funding year will be accepted as of April 1, 2020.
- Confirm your CUPE 2950 PD Fund enrollment status and available balance in Faculty & Staff Self Service (Click the “staff PD ” tab to view your funding details);
- Review the CUPE 2950 PD Guidelines (also known as the Job Skills Training Program or JSTP);
- Confirm your manager’s support for your PD activity request prior to payment/purchase;
- Pay upfront for your learning activity or arrange to have your department pay upfront on your behalf;
- Complete the PD Fund Expense Claim Form (PDF) and submit within 60 days of purchase.
Mail or drop off your completed claim form and supporting documentation of your original PD activity purchase date to: Human Resources – Staff PD Funds
600 – 6190 Agronomy Road (Tef 3)
Vancouver, BC V6T 1Z3 Expense claims are not accepted by email.
Eligible Professional Development Activities
This professional development fund can be used towards learning activities that enhance your current role-related knowledge, skills and performance and/or contribute to your ongoing career development and advancement opportunities at UBC. The fund may not be used for any other purpose.
Please note that the PD Funds do not cover your current job-required training or any ongoing job-required professional memberships that must be maintained for your current role. These operational expenses should be paid by your department.
Eligible professional development activities may include:
- professional development workshops offered by UBC Human Resources (special application procedures apply see above);
- registration and associated print/digital learning materials for individual courses, seminars, workshops, exams available locally or online;
- course tuition and textbooks for professional programs, certifications, diplomas and degrees offered at academic institutions or professional organizations. Academic student fees are not eligible expenses;
- books, journals and subscriptions (print or digital) for self-directed study;
- one-on-one job/career coaching fees when provided by an ICF- credentialed coach;
- professional association, membership or licensing dues when of benefit to UBC but not required as a condition of employment for your current position;
- conference registration fees;
- out-of-town travel expenses associated with conferences and other unique learning opportunities not available locally as per Policy FM8 – Business Expenses (formerly Policy #83) and related documents.
Ineligible expenses include, but are not limited to:
- Activities pursued for health and wellness, general interest or recreational purposes.
- Local transportation, parking or meals within Metro Vancouver;
- Ancillary academic student fees associated with credit courses or programs;
- Software applications or licensing (however training costs to learn how to use the software is an eligible expense);
- Electronic devices including computers, mobile phones, e-readers, tablets
- Phone, data or internet plans for any home or mobile device;
- liability insurance
For UBC courses or programs also eligible under the tuition waiver benefit, we request that you maximize your waiver benefit prior to claiming top-up support from this PD Fund.
If you are not sure whether a proposed PD expense is eligible for funding, please contact Human Resources at firstname.lastname@example.org before making a financial commitment and submitting a claim.
Before using the funding for software, technology or workplace business skills training, please consider using your free access to LinkedIn Learning through the UBC staff and faculty group license. See CWL Portal for Linkedin Learning at UBC to more information.
Employees with CUPE 2950 employment group affiliation are eligible to apply for up to $1,400* in professional development funding for the current 2019-2020 funding year April 1, 2020 through March 31, 2021.
*The annual funding limit is pro-rated for staff working less than .50 FTE.
PD expense claims are approved on a first-come, first-served basis and are subject to the availability of the overall funding pool each year.
When to Apply
You may submit a PD expense claim as soon as you have made your upfront purchase and have your receipts and any additional back up documentation noted on the claim form on hand.
Receipts must be submitted to Human Resources within 60 days of the original PD expense purchase date (as shown on the receipt).
Review & Reimbursement Process
One of our Workplace Learning Associates in Human Resources will review your completed PD Expense claim to ensure:
- it is within your available individual funding limit,
- it is consistent with the PD Fund guidelines, and
- includes all required signatures, receipts and back-up documentation.
Claims submitted that do not meet the above criteria will be declined funding support by Human Resources.
You will receive a confirmation email once your claim has been reviewed and processed. Please note that the reimbursement process may take up to 1 business days during busy periods. If you submit an incomplete application to the PD Fund the reimbursement process will be delayed.
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. If you applied for PD Funding to pay for a professional development workshop offered through Human Resources, the PD fund coordinator will arrange payment on your behalf using your available PD Funds.
Non-taxable status of fund reimbursements:
The funding provided to you through this program is non-taxable and not included on your T4 slip. This means that you cannot claim the value of any funds received through this program as part of a tuition tax credit or for any other credit on their annual tax return. Please refer to Canada Revenue Agency – Eligible Tuition Fees for more information.
Cancellations and Refunds: If you receive funding for a PD activity but subsequently cancel or do not attend, you must notify Human Resources at email@example.com and repay UBC the funding you received. You can make a special written request for alternative arrangements if there were extenuating circumstances that prevented you from attending the PD activity.
Employees on Recall
Priority funding will be provided to displaced employees or those with impending layoffs. Special application procedures apply. Please contact Susanna Mulligan, PD Funds Manager at firstname.lastname@example.org for details.
If you have general questions about this fund or your eligibility, please contact our Workplace Learning Associate at email@example.com
If you any questions that have not been addressed by these guidelines, please contact Susanna Mulligan, Program Manager – Staff PD Funds at firstname.lastname@example.org