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 March 31, 2020

Current Funding Year: 2019-2020 ( April 1, 2019-March 31, 2020)

Deadline – Claims must be received in HR by end of day March 31, 2020 to be allocated to the 2019-20 funding year.   On April 1, 2020 and all individual balances expire for the 2019-20 funding year. Eligible claims received on or after April 1, 2020 or after will be allocated to the 2020-21 funding year.

Next Funding Year: 2020-21 (April 1, 2020 through March 31, 2021)

Maximum Yearly Claim Amount: The maximum claim amount for eligible staff is $1500 for the  current funding year.  This maximum amount is prorated if you work less than 50% part-time hours.

Status of PD Fund: Due to COVID-19, claims will be temporarily accepted by email until further notice. Please see notice below.

You can access funding for your professional development activities regardless of the fiscal or calendar year they take place.  Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.

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

COVID-19 related temporary measure: Submit your PD Fund claim by email.  Please follow these temporary instructions to submit your claim to pd.funds@ubc.ca 

PD Fund claims for the 2020-21 funding year will be accepted as of April 1, 2020.

  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

 

Eligibility

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 fund year,  April 1, 2020 through March 31, 2021.

*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.

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. If you receive notice that your employment will be ending but you are in a period of working notice, you will remain eligible for funding during the notice period.

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.

Claim Reimbursements

Reimbursement processing:

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 pd.funds@ubc.ca  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.

Questions?

If you have general questions about this fund or your eligibility, please contact our Workplace Learning Associate in HR, at pd.funds@ubc.ca

If you any questions that have not been addressed by these guidelines, please contact Susanna Mulligan, Program Manager – Staff PD Funds , at susanna.mulligan@ubc.ca .