Executive Administrative Professional Development Fund

Funding is available to support the professional development needs of Executive Administrative Staff at the University.

Claim Form | Guidelines (EA) | Faculty & Staff Self-Service | Email Us

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

Current Funding Year :  2016-2017  (April 1, 2016 – March 31, 2017)

Status of EAPD Fund:  Open and accepting PD expense claims

The budgeted funding pool is still available and anticipated to accommodate all eligible staff PD expense claims to March 31, 2017, the end of the current funding year.

Claim Submission Deadline: March 31, 2017 to access your current funding balance.  Any remaining balance as of March 31 will not carry-forward to the next funding year on April 1.

You may submit claims for professional development related expenses purchased within the past 60 days. You may register and submit an expense claim by March 31 for a learning activity that occurs next funding year. However, you can not split and allocate a portion of an individual expense to the two different funding years. 

Next Funding Year : April 1, 2017 – March 31, 2018 . If you have exhausted your available balance for this current funding year, new funds will become available to you as of April 1, 2017.  Eligible claim submissions for the next funding year will be accepted as of April 1, 2017.

How to Apply for PD Funding Reimbursement

  1. confirm your enrollment in the EA PD Fund and check your available balance through Faculty & Staff Self Service
  2. review the EAPD Fund Guidelines (PDF)
  3. discuss your PD plans with your manager and obtain your manager’s authorization
  4. pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf
  5. complete EAPD PD Expense Claim Form (PDF)
  6. Attach receipts & supporting documentation as described on the claim form
  7. 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 – PD Funding Programs
600 – 6190 Agronomy Road (Tef3)
Vancouver, BC V6T 1Z3

Emailed claim forms are not accepted

How To Pay for an HR Professional Development Workshop with PD Funding

Please follow these special PD Fund application procedures to arrange a direct payment of a HR Professional Development Workshop fee using your available PD funds.


Employees belonging to the Executive Administrative employment group staff are eligible to apply for up to $1,000* in professional development funding reimbursements each UBC fiscal year, April 1 – March 31.

*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.

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.

Claimable Expenses

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, 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 may take up to 15-20 business days.


Contact Cathy Faulconer, Workplace Learning Associate, at pd.funds@ubc.ca or 604.822.6314.