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 February 08, 2018
Current Funding Year : 2017/18 (April 1, 2017 – March 31, 2018).
2017/18 Claim 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 $1,000 for the current funding year. This maximum amount is pro rated if you work less than 50% part time.
Status of the TRA 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 Non-Union Technicians and Research Assistants (TRA) staff PD funding pool will accommodate all PD expense claim submissions through to the March 31 year-end.
Next Funding Year: 2018/19 ( April 1, 2018 – March 31, 2019). The TRA 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 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, 2017 through March 31, 2018.
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.