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 October 22, 2019
Status of Fund: Closed. Not accepting PD claims until April 1, 2020.
Current Funding Year: 2019-2020 (April 1, 2019 through March 31, 2020).
The TRA PD funding pool is exhausted as of October 22, 2019.
As of October 22, 2019, the funding pool balance reached zero and all staff individual balances have expired. No further PD expense claims will be accepted or reimbursed for the current fund year. This early closure of the PD Fund is due to a marked increase in PD Fund claim submissions this first half of the fund year. Please check back for updates on the funding.
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.
Next Funding Year: April 1, 2020– March 31, 2021
Eligible claim submissions for the next funding year will be accepted as of April 1, 2020.
As of April 1, 2020, you can access funding for your professional development activities regardless of the fiscal or calendar year they take place. But receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
For this next funding year we will be assessing the overall fund usage trend and may adjust the individual maximum amount to support equitable access to the funding pool throughout the entire fund year. Please check the TRA PD Fund webpage for updates.
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 a 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, TEF 3 ( building map)
Vancouver, BC V6T 1Z3
You cannot submit your claim form by email, please use campus mail or drop off your claim form at the Human Resources office in person Mon-Fri, 8:30am -4:30pm.
How To Pay for an HR Professional Development Workshop with PD Funding
Note: As of October 22, 2019 the TRA PD Fund exhausted and not further claims can be accepted or processed for the current funding year.
Staff in the Non-Union Technicians and Research Assistants employment group (TRA) are eligible to apply for up to $800* in PD funding reimbursements for the current 2019-2020 funding year. The funding year follows the UBC Fiscal Year – April 1, 2019 through March 31, 2020.
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.
Please note: The funding provided to you through the TRA PD Fund, comes from a central budget and the dollar value of your reimbursement is not charged back to your department or unit.
*Annual funding limit is pro-rated for staff working less than 0.50 FTE
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.
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.
Funding can be used for a wide variety of professional development activities for you professional growth in the workplace including:
- travel to conferences
- professional memberships and designations (not required for your job)
Further details on typical PD activities covered by the fund and a list of excluded expenses can be found in the TRA PD Fund Guidelines.
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 firstname.lastname@example.org 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.
Managers and Supervising Faculty Members:
As a manager or supervising faculty member at UBC, you can support your employees to be successful and engaged in their work – and prepare them for evolving or future roles at UBC – by initiating ongoing career development conversations and by providing information about available resources to support their professional development.
Purpose of Funding:
The TRA PD Fund is a financial resource available to support employee access to learning activities that will enhance work-related knowledge, skills and performance and/or contribute to ongoing career development and advancement here at UBC.
PD Funding Source:
An annual budget is set aside each UBC fiscal year for employees in the non-union Technician and Research Assistants (TRA) employee group. This funding provided to your employee comes from a UBC central budget, and is not charged back to your unit/department operating speedchart or research grant.
The PD Funds are administered through UBC HR and negotiated as part of the Collective Agreement bargaining process for most employee groups (where applicable).
Funding is available to your employees on a first-come, first-serve basis. Once your employee has reached their individual yearly maximum amount, they must wait until the next fiscal year to apply for reimbursement for eligible PD activities. If all of the funding within PD Fund annual budget is accessed prior to fiscal year-end, all individual PD fund balances will expire and Human Resources will stop processing claims for that employee group until the next fiscal year.
The funds provided to your staff from this central source are not intended to be a replacement for departmental PD funds. Rather these funds are intended to be a workplace enhancement, and addition to, departmental funds set aside for ongoing staff development wherever feasible.
Your Role in the Approval Process:
Please familiarize yourself with your employee’s PD Fund guidelines to confirm that your employee’s chosen learning activity falls within the program’s funding scope. When you sign an employee’s PD Expense Claim form, you are agreeing that the claimed PD expenses adhere to the PD Fund guidelines.
If your employee’s selected PD activity occurs during regularly scheduled working hours, you should have a discussion with the employee about their time away from work – if the time off will be paid, or if they will need to take vacation time or unpaid leave.
Please note that the TRA PD Fund does not cover required professional memberships/designations or required training necessary for your employee to perform essential core duties. These types of expenses should be paid out of your unit’s operational budget.
Staff members: Please contact Emma Brazel, Workplace Learning Associate at email@example.com , 604.822.6314 if you have general questions about the TRA PD Fund and claim process.
Managers and Supervising Faculty Members: If you have any questions about the approval process or supporting your staff to access the TRA PD Fund please contact Susanna Mulligan, Program Manager – PD Funds , at firstname.lastname@example.org or 604-822-9273.