Funding is available to support the professional development of Non-Union Technicians and Research Assistants (TRA) 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:
updated January 10, 2019 – 1:00 pm
Current Funding Year: 2018-2019 (April 1, 2018 through March 31, 2019)
Status of TRA PD Fund: Closed and no longer accepting PD expense claims for the current funding year.
Current Funding Pool Balance: $0.00 as of January 10, 2019
We have received more than enough PD fund claim requests to exhaust the remaining funding pool balance. All individual staff balances have now expired and no further PD expense claims will be accepted for the current fund year. If you have recently submitted a claim, we would appreciate your patience as we review and process final reimbursements over the next two weeks.
Maximum Yearly Claim Amount: The maximum claim amount for eligible staff is $1,000. This maximum amount is prorated if you work less than 50% part-time hours.
Next Funding Year: April 1, 2019 – March 31, 2020.
New funds will become available to you as of April 1, 2019. Please check back for updates on a possible adjustment to your maximum claim amount. Eligible claim submissions for the upcoming funding year will be accepted as of April 1, 2019.
Regardless of fiscal or calendar year in which your professional development activities take place, receipts must be submitted within 60 days of purchase.
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 TRA PD Fund eligibility status and available balance in Faculty & Staff Self Service (Click the “staff PD ” tab in Self-Service to view your funding details);
- review the TRA PD Fund Guidelines (PDF);
- confirm your manager’s support for your PD request prior to making a purchase;
- pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf;
- complete the TRA PD Fund Expense Claim Form (PDF);
- print out completed form, sign the form and obtain manager signature of authorization;
- attach receipts & required supporting documentation as described on the claim form;
- mail or drop off the completed claim form within 60 days of your purchase date to:
Human Resources – Staff PD Funds
600 – 6190 Agronomy Road (Tef3)
Vancouver, BC V6T 1Z3
Please send original claim form and receipts. Emailed forms are not accepted.
How To Pay for an HR Professional Development Workshop with PD Funding
Staff in the Non-Union Technicians and Research Assistants employment group (TRA) are eligible to apply for up to $1,000* in PD funding reimbursements for the current funding year. The funding year follows the UBC Fiscal Year – April 1, 2018 through March 31, 2019.
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 fiscal year.
*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 TRA 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 purchase date (as shown on receipt).
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 TRA PD Fund Guidelines.
Important Notice for ALL Managers: Authorizing managers should not request a staff person to access the TRA PD Fund to cover any job-related skill development required for, or integral to, the effective functioning of the position (TRA PD Fund Guideline 2.9) as these expenses should be covered by the department/unit.
Department level responsibility for covering costs noted in TRA PD Fund Guideline 2.9 applies to both required job-skill training expenses and required staff professional accreditation fee / membership expenses.
When maintaining professional accreditation or membership is not required as a condition of employment, the TRA PD Fund may be accessed by the staff person to cover this professional development expense.
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.
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 on your behalf using your available 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.