Executive Administrative Professional Development Fund

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

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.

Submission Deadline for Previous Funding Year: Friday, March 29, 2019

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

  1. confirm your enrollment in the Executive Administrative 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 – 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 Professional Development Workshop offered by UBC Human Resources, Vancouver Campus

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. These special application procedures apply to workshops offered by HR at the UBC Vancouver campus only. If you are attending a workshop offered by HR at the UBC Okanagan campus please follow the standard PD fund reimbursement procedures as outlined on the PD Fund claim form.


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.

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).

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,  textbooks/ resource books, professional memberships, conferences and related out of town travel.  Additional details can be found in the EAPD Fund Guidelines.

Travel expenses are reimbursed as per Policy FM8 – Business Expenses (formerly Policy #83) and related documents (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 business days.


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