Funding is available to support the professional development needs of Executive Administrative Staff at the University.
The intent of the Executive Administrative Professional Development 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.
Claim Submission Update:
updated April 1,2019
Current Funding Year: 2019-2020 (April 1, 2019 through March 31, 2020)
Status of Exec Admin PD Fund: Open and accepting PD expense claim submissions for the current funding year.
Regardless of the fiscal or calendar year in which your professional development activities take place, receipts must be submitted within 60 days of purchase.
Maximum Yearly Claim Amount: The maximum claim amount for eligible staff is $1,500. This maximum amount is prorated if you work less than 50% part-time hours.
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 PD Funding Reimbursement
- confirm your enrollment in the Executive Administrative PD Fund and check your available balance through Faculty & Staff Self Service
- review the EAPD Fund Guidelines (PDF)
- discuss your PD plans with your manager and obtain your manager’s authorization
- pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf
- complete EAPD PD Expense Claim Form (PDF)
- Attach receipts & supporting documentation as described on the claim form
- Send your completed claim form by UBC internal / campus mail channels within 60 days of your purchase date (as noted on your receipt) to:
Human Resources – Staff PD Funds
600 – 6190 Agronomy Road (Tef3), UBC
Vancouver, BC V6T 1Z3
Emailed claim forms are not accepted
How To Access PD Funds to Pay for a PD Workshop offered by UBC Human Resources
Okanagan Staff: Please pay your PD workshop fee upfront by cash /cheque or department journal voucher. Once you receive your receipt, complete a regular PD Fund claim form to request reimbursement out of your available Exec Admin PD Funds.
Employees belonging to the Executive Administrative employment group staff are eligible to apply for up to $1,500* in professional development funding reimbursements for the current fund year, April 1, 2019 through March 31, 2020.
*The annual funding limit is pro-rated for staff working less than 0.50 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.
Leave of Absence: You are eligible for funding during a maternity, parental or adoptive leave. Eligibility during other leaves of absence will be considered by Human Resources on a case-by-case basis.
End of Employment: If your employment with the university is ending – either voluntarily or involuntarily – you are not eligible for funding once you have given notice of resignation or received a notice of termination. If you receive notice that your employment will be ending but you are in a period of working notice, you will remain eligible for funding during the notice period.
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).
All PD activities must be related to current job enhancement or career progression at the University. The fund cannot be used for any other purpose.
Typical professional development activities include: courses, workshops, certificate/diploma and academic degree programs, textbooks/ resource books, professional memberships, conferences and related out of town travel. Additional details can be found in the EAPD Fund Guidelines.
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.
Please allow up to two weeks for us to review your claim and process the reimbursement, which will be paid by direct deposit to you or journal voucher transfer to your department’s general ledger, depending on the option you selected on the PD Expense Claim form. Incomplete claims cannot be processed.
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.
If you have general questions about this fund or your eligibility, please contact Emma Brazel, Workplace Learning Associate, at firstname.lastname@example.org or 604-822-6314.
If you any questions that have not been addressed by these guidelines, please contact Susanna Mulligan, Program Manager – Staff PD Funds , at email@example.com or 604-822-9273.