Funding is available to support professional development for Management and Professional staff 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.
Claim Submission Update:
Important Notice: M&P PD Funds anticipated to run out prior to March 31, 2018, year-end
Current Funding Year: 2017-2018 (April 1, 2017 through March 31, 2018)
Status of M&P Staff PD Fund: Open and accepting PD expense claims for the current funding year. Claims must be submitted within 60 days of expense payment date.
Current Funding Pool Balance: $13,500 as of February 21, 2018 – updated daily to assist with your PD planning.
As of February 21th, approximately 2% of the annual funding pool is still available for distribution, however, this remaining balance is anticipated to exhaust within the next few days which will be prior to the March 31, 2018 year-end.
When the funding pool balance reaches zero, all M&P (AAPs) staff individual balances will expire and no further PD expense claims will be accepted for the current fund year.
You may register and submit a PD expense claim this current funding year for a learning activity that will occur next funding year. However, you can not split and allocate a portion of an individual expense such as a single workshop registration fee amount to this current year and the next.
Maximum Yearly Claim Amount: The maximum claim amount for eligible staff remains at $550 for the current funding year.
Next Funding Year: April 1, 2018 – March 31, 2019. If you have already accessed your maximum amount for this current funding year or if the overall funding pool exhausts prior to March 31, 2018, new funds will become available to you as of April 1, 2018. Eligible claim submissions for the next funding year will be accepted as of April 1, 2018.
How to Apply for PD Funding Reimbursement
- confirm your M&P PD Fund eligibility and available balance in Faculty & Staff Self Service (Click the “staff PD ” tab to view your funding details);
- review the Guidelines for M&P PD Fund (PDF);
- pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf;
- complete the M&P PD Fund Expense Claim Form
- attach receipts & required supporting documentation as described on the claim form;
- send or drop off the completed claim form by UBC campus mail within 60 days of your PD activity purchase date to:
Human Resources – Staff PD Funds
600 – 6190 Agronomy Road (Tef3)
Vancouver, BC V6T 1Z3
We require your original claim forms and receipts. Please do not email in your claim.
How To Pay for an HR Professional Development Workshop with PD Funding
Management and Professional (M&P) staff, with AAPS membership, are eligible to apply for up to $550* 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 UBC fiscal year.
Important Notice: Based on current PD claim submission patterns, the available annual funding pool is anticipated to exhaust prior to March 31, 2018 Year End.
*Annual funding limit is pro-rated for staff working less than 0.50 FTE
When to Apply
PD Expense claims are eligible for submission to the M&P 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 date of payment.
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 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 M&P PD Fund Guidelines (PDF).
Important Notes for Authorizing Managers and Applicants:
The M&P PD Fund does not cover job required professional memberships or training expenses. Please do not submit these expenses for M&P PD Funding support. Please refer to M&P PD Guideline 2.10.
Coaching Sessions: To qualify for M&P PD Funding support, coaching sessions must be provided by an ICF Certified Coach.The preferred level of certification is Professional Certified Coach (PCC) or above.
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 required 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. If you applied your PD Funds towards a Professional Development workshop offered through Human Resources, the PD Fund Coordinator will arrange payment of your workshop on your behalf using your PD Funds.
In all cases, 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 firstname.lastname@example.org , 604.822.6314.