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 Submission Update
Updated February 08, 2018
Current Funding Year : 2017/18 (April 1, 2017 – March 31, 2018).
2017/18 Submission Deadline: Friday March 23, 2018.
Please submit your completed claim form and back-up documents to Human Resources, Vancouver campus, through campus mail within 60 days of the expense payment date and no later than Friday, March 23 to meet the March 31 fiscal year-end deadline.
Eligible claims received in Human Resources after March 31 will be allocated to the upcoming 2018/19 funding year.
If you do not use the full value of your PD funds this current funding year, note that they do not rollover; they will expire on March 31, 2018.
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 increased to $1,500 for the current funding year. This maximum amount is pro rated if you work less than 50% part time.
Status of Exec Admin PD Fund: Open and accepting PD expense claims on a first come, first served basis for the current funding year.
PD Funding Pool Availability: Based on claim patterns this year, it is anticipated that the Exec Admin staff PD funding pool will accommodate all PD expense claim submissions through to the March 31 year-end.
Next Funding Year: April 1, 2018 – March 31, 2019. The Executive Administrative PD Fund will refresh on April 1, 2018. Eligible PD claim submissions for the next funding year will be accepted as of April 1, 2018.
How to Apply for PD Funding Reimbursement
- confirm your enrollment in the Executive Administrative PD Fund and check your available balance through Faculty & Staff Self Service
- review the EAPD Fund Guidelines (PDF)
- discuss your PD plans with your manager and obtain your manager’s authorization
- pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf
- complete EAPD PD Expense Claim Form (PDF)
- Attach receipts & supporting documentation as described on the claim form
- 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)
Vancouver, BC V6T 1Z3
Emailed claim forms are not accepted
How To Pay for an HR Professional Development Workshop with PD Funding
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, 2017 through March 31, 2018.
*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).
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.
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 firstname.lastname@example.org .