UBC faculty and staff can access professional development funds to support career growth.
Funding to help grow your career at UBC
These funds are intended to encourage and support your professional development. It includes learning activities that will enhance your knowledge, skills or performance, as well as to support your career growth at the university.
Eligible claims
Funds can be used for a variety of professional development activities based on your learning goals and career path at the university.
For staff and research associates
The funds aren't intended for job-required expenses such as job-required training, professional memberships or ongoing accreditation. These expenses should continue to be paid by your department.
Examples of eligible claims for staff
- books, subscriptions, on-line seminars
- registration fees for courses, workshops, exams, webinars, and conferences
- professional memberships and certifications that are not required for your job
- one-on-one career coaching fees, when provided by an ICF – credentialed coach
- travel and accommodation for out-of-town conferences, as per Policy FM8 – Business Expenses (pdf) and related documents
Examples of ineligible claims for staff
- activities or travel to fulfill required work-related responsibilities
- local travel expenses
- academic student fees
- application software or licensing
- home phone, data or internet plans
- electronics such as laptops, ipads, mobile phones, e-readers,
- office equipment or supplies
The professional development funds provided to you through this program are not taxed and as such, should not be used towards an educational tax credit on your personal tax return.
For faculty
The funds are to be used for expenses associated with professional activities and not any other purpose.
Examples of eligible claims for faculty
- travel and associated expenses related to meetings, conferences, or other similar professional activities;
- registration fees and other expenses for meetings of learned societies, other professional organizations, workshops, seminars, and similar activities;
- membership fees in learned societies and professional organizations;
- fees and subscriptions for journals and books;
- expenses directly associated with teaching responsibilities or current active research or professional programs (including equipment such as computer hardware, software, and audio-visual equipment);
- communication and telecommunication network expenses related to scholarly activities and teaching; and
- equipment that is directly related to current active research.
Examples of ineligible claims for faculty
- furniture
- salaries
- academic student fees
This is not an exhaustive list. If you have an expense that is not clearly covered here, please contact faculty.pd@ubc.ca for further clarification.
As non-taxable benefits, goods purchased remain the property of the university and must be left with the university upon end of appointment.
Funding details by employee group
The funds are negotiated as part of the collective agreement bargaining process for most employee groups.
Before submitting a claim, review the details below for your employee group to:
- find activities typically covered by the fund.
- find your individual claim limit each year.
BCGEU Okanagan
View this information on the Okanagan BCGEU PD page.
BCGEU Okanagan Enhanced Education Fund
View this information on the Okanagan BCGEU PD page.
IUOE 115
UBC, in collaboration with IUOE Local 115, has established a new funding program to support ongoing professional and skills development of IUOE 115 employees at the university.
Current Funding Year
2020-2021 (April 1, 2020 through March 31, 2021)
Status
Open and accepting claims.
Your Maximum yearly claim amount
The maximum claim amount for eligible staff is $1,000 for the current funding year. This maximum amount is prorated if you work less than 18 hours per week.
Regardless, of the fiscal or calendar year in which your professional development activities take place, receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Please note that the PD Fund does not cover required professional membership/designations or required training necessary for employees to perform essential core duties. These types of expenses should continue to be paid out of the department's budget.
Read the IUOE 115 PD Fund Guidelines.
CUPE 116
UBC Aquatic Centre employees are not eligible for this funding program.
Current funding year
2020-2021 (April 1, 2020, through March 31, 2021)
Status (updated April 1, 2020)
Open and accepting claims.
Your maximum yearly claim amount
You can claim up to $1,000. This amount is prorated if you work less than 53% part-time hours.
Regardless of the fiscal or calendar year in which your professional development activities take place, receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Read the CUPE 116 PD Guidelines.
CUPE 2950
Current funding year
2020-2021 (April 1, 2020 through March 31, 2021)
Status (updated April 1, 2020)
Open and accepting claims.
Your maximum yearly claim amount
You can claim up to $1,400. This amount is prorated if you work less than 50% part-time hours.
Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Priority will be provided to displaced employees or those with impending layoffs. Special application procedures apply.
Read the CUPE 2950 PD Fund Guidelines.
Executive Administrative
Current funding year
2020-2021 (April 1, 2020 through March 31, 2021)
Status (updated April 1, 2020)
Open and accepting claims.
Your maximum yearly claim amount
You can claim up to $1,500. This amount is prorated if you work less than 50% part-time hours. Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Management and Professional (AAPS)
Current funding year
2020-2021 (April 1, 2020 through March 31, 2021)
Status
Open and accepting claims.
Your maximum yearly claim amount
You can claim up to $550. This amount is prorated if you work less than 50% part-time hours. Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Read the M&P (AAPS) PD Fund Guidelines.
Non-union Technicians and Research Assistants
Current funding year
2020-2021 (April 1, 2020 through March 31, 2021).
Status (updated April 1, 2020)
Open and accepting claims
Your maximum yearly claim amount
Staff in the Non-Union Technicians and Research Assistants employment group (TRA) are eligible for up to $1000. This amount is prorated if you work less than 53% part-time hours.
Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Read the TRA PD Fund Guidelines.
Service Unit Directors and excluded Management and Professional
Current funding year
2020-2021 (April 1, 2020 through March 31, 2021)
Status (updated April 1, 2020)
Open and accepting claim submissions for reimbursement.
Your maximum yearly claim amount
You can claim up to $1,500. This amount is prorated if you work less than 50% part-time hours. Receipts must be submitted within 60 days of purchase to be eligible for reimbursement.
Guidelines
UBC established a new Professional Development Fund for Service Unit Directors and Excluded Management and Professional staff (excluded from AAPs membership) effective April 1, 2017.
This financial resource is intended to complement staff development initiatives already in place within units or departments and will provide more opportunity for Service Unit Directors and Excluded M&P staff to identify their professional development needs, increase skills, and actively navigate their careers at UBC.
Eligible Staff: You are eligible for this professional development fund if you are a Service Unit Director or Excluded Management and Professional staff member (XMP or SUD employee groups excluded from AAPS membership). This funding is non-transferable.
Maximum Claim Amount: You will be reimbursed up to a maximum claim amount of $1,500 each funding year (April 1 through March 31) for eligible PD expenses. This maximum amount is pro rated if you work less than 50% full- time.
Once you have reached your individual yearly maximum, you must wait until the next fiscal year to apply for reimbursement for eligible PD activities. You are not able to borrow funds from future years.
If you have an unused individual balance at year-end, it will not roll over into the next fiscal year.
Eligible Expenses: For examples of eligible and ineligible claims, refer to the list for staff (not faculty) above
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.
Fund Administration: The fund is centrally administered by UBC Human Resources at the Vancouver campus. Your PD Fund has a set pool of money for each fiscal year; funding comes from a centrally budgeted source and your use of the PD Funds will not be charged back to your unit or department.
Funding is available on a first-come, first-serve basis: If all of the funding within the PD Fund pool is utilized in any given year, Human Resources will stop processing claims for that fund until the next fiscal year.
Fund usage will be reviewed on an annual basis: The maximum annual claim amount may be adjusted from time to time to ensure an equitable distribution of this new pool of money.
Non-taxable reimbursement: The professional development expense reimbursements provided to you through this funding program are not taxed and as such, should not be used towards an educational tax credit on your personal tax return.
Research Associates
Current funding year
2020-2021 (April 1, 2020 to March 31, 2021)
Status
Open and accepting claims.
Your maximum yearly claim amount
As of April 1, 2020, the RA PD Fund has transitioned from a 2-year funding cycle to a 1-year funding cycle. New administrative guidelines include:
- The one-year funding cycle aligns with the UBC fiscal year April 1, 2020 - March 31, 2021.
- The annual maximum amount per year is $1,000.
- PD expense claims must be submitted to Human Resources within 60 days of the purchase date to be eligible for funding (this criteria went into effect July 1, 2020).
Guidelines
Eligible Employees: Research Associates in paid appointments are eligible to access this funding program as of date of hire. Honorary research associates are not eligible. This funding is non-transferable.
Maximum Claim Amount: You will be reimbursed up to a maximum claim amount of $1,000 each funding year (April 1 through March 31) for eligible PD expenses. There is no proration of the funding amount for part time employees.
Once you have reached your individual yearly maximum, you must wait until the next fiscal year to apply for reimbursement for eligible PD activities. You are not able to borrow funds from future years.
If you have an unused individual balance at year-end, it will not roll over into the next fiscal year.
Eligible Expenses: For examples of eligible and ineligible claims, refer to the list for staff (not faculty) above.
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.
Term Appointments: Your professional development activity must occur (or have occurred) while you are actively employed as a research associate at UBC. If you’re submitting a claim for an activity that’s scheduled to occur after your current appointment term end date, you need to include a note from your supervising faculty member confirming your department’s intention to extend your term appointment as a research associate.
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.
Fund Administration: The fund is centrally administered by UBC Human Resources at the Vancouver campus. Your PD Fund has a set pool of money for each fiscal year; funding comes from a centrally budgeted source and your use of the PD Funds will not be charged back to your unit or department. Funding is dependent on the ongoing availability of annual provincial funding.
Funding is available on a first-come, first-serve basis: If all of the funding within the PD Fund pool is utilized in any given year, Human Resources will stop processing claims for that fund until the next fiscal year.
Fund usage will be reviewed on an annual basis: The maximum annual claim amount may be adjusted from time to time to ensure an equitable distribution of this new pool of money.
Non-taxable reimbursement: The professional development expense reimbursements provided to you through this funding program are not taxed and as such, should not be used towards an educational tax credit on your personal tax return.
Faculty with tenure, on tenure-track, as well as Sessional Lecturers with continuing status
This includes tenure stream and term bargaining unit appointments and Sessional Lecturers with Continuing Status.
The accrual amount is $1,100 per year.
Effective July 1, 2020, the amount of $1100 has been increased to $1700 per year.
Please note any claims for reimbursement must be made within 12 months of the date when the expense was incurred.
Faculty who are Sessional Lecturers without continuing status
Accrual is based on a rate of $25 per credit course taught. Effective July 1, 2019, the rate of $25 has been increased to $100 per credit course taught. The total amount is up to $1700 per year.
Effective July 1, 2019 Sessional Lecturers without continuing status are entitled to Professional Development Reimbursement funds at a rate of $100 per credit course taught up to $1700 per year. Prior to July 1, 2019 funds accrued at a rate of $25 per credit.
Entitlement to PDR funds is evaluated three times per year as of the following dates:
- Summer Term: August 15
- Fall Term: October 15
- Winter Term: February 15
Note that each term’s entitlement will be added to individual PDR records as soon as possible after the above assessment dates. Please allow approximately two weeks for your fund entitlement to be updates with the PDR desk.
Effective July 1, 2019 the number of years that Sessional Lecturers without continuing status may carry forward their PDR funds has been increased from two to five years. As a result of this change there will be no funds expiring until June 30, 2023. At the end of the five year accrual period, any unused or unspent funds will expire and be moved from the individual Sessional’s bank to the Sessional Conference Fund for the general use of all Sessional Faculty members. The expiry dates are as follows:
- June 30th for unspent PDR funds from the February 15 assessment date
- December 31st for unspent PDR funds from August 15 and October 15 assessment dates
Non-Continuing Status Sessional Lecturers can request their PD balance breakdown from the Integrated Service Centre.
Please note any claims for reimbursement must be made within 12 months of the date when the expense was incurred.
Sessional Conference Fund
The Sessional Conference Fund provides travel grants for Sessional Lecturers who present papers at academic conferences. As per Article 7.09d of the Collective Agreement, this benefit is dependent on unused Professional Development Reimbursement funds. This grant is jointly administered by the UBC Faculty Association and UBC HR.
Awards are announced once a year in January and applications must be submitted to the Faculty Association by February 28 (unless otherwise noted) for conferences in that calendar year. The value of the annual award will depend on demand and availability of funds and may be used for travel, accommodation, and conference fees.
Please note any claims for reimbursement must be made within 12 months of the date when the expense was incurred.
Understanding Professional Development entitlement for faculty members
Faculty can claim reimbursement for professional development expenses that enhance the performance, ability, or effectiveness of a member’s work at the University. Refer to the information below regarding your entitlement to financial reimbursement.
Understanding your Entitlement
“Entitlement” means a member’s right to financial reimbursement for professional development expenses. “Year” means an academic year, beginning on July 1st and concluding on June 30th of the following calendar year.
1. Entitlement for Regular Faculty and Sessionals with Continuing Status. The Entitlement for an eligible Member shall be earned through service to the University at the rate of $1100 per Year for all eligible Members. Effective July 1, 2020, $1100 has been increased to $1700. Eligible members are able to access a total of 9 years of PDR funds. The 9 years of funds includes: 5 accrued years (including the current year), plus 5 borrow ahead years (which also includes the current year). Because the current year is not counted twice, the total years of funds a faculty member can access is 9 years (if they have not made a prior claim). Refer to the sections below for further details. Please review the Eligibility and Entitlement Chart for important information on entitlement and eligibility.
2. Absence. For greater certainty, a Member’s Entitlement shall only accrue during the time when he or she is actively working for the University or when he or she is on a paid leave of absence (e.g. study, maternity and/or parental leave). During an unpaid leave of absence or during any other period when a Member is not actively working for the University (such as when a Member is fully disabled within the meaning of the income replacement plan), no Entitlement shall accrue. Additionally, only expenses incurred while the member is active are eligible. In the case of short term leaves, expenses incurred during the unpaid leave may be reimbursed once the faculty member has returned to active UBC service. The expense must have the support of the Academic Head of Department.
Note: In the case of full-time disability leaves, the period of disability will be frozen and previous entitlements will be carried forward.
3. Pro-rated Entitlement. Members who commence or end employment with the University other than at the beginning or end of a Year, respectively, will receive a pro-rated Entitlement or will have their Entitlement deficit adjusted accordingly. Please note, this does not apply to Sessional Lecturers without continuing status.
4. Carry forward for five years. The unused balance of a Member’s Entitlement at the end of a Year will be added to that Member’s Entitlement for the next Year to a maximum five Year Carry Forward. The Carry Forward period includes the current year.
5. Loss after five years. As of July 1 each year unused funds from 5 years prior will be forfeited. Please note, this does not apply to unused funds for Sessional Lecturers without continuing status.
For example, if on June 30, 2021 a Member has yet not accessed their PDR fund, they are eligible for the following:
1) July 1, 2016 to June 30, 2017 = $1100
2) July 1, 2017 to June 30, 2018 = $1100
3) July 1, 2018 to June 30, 2019 = $1100
4) July 1, 2019 to June 30, 2020 = $1100
5) July 1, 2020 to June 30, 2021 = $1700
Total Carry Forward Entitlement = $6100
If a claim for the $1100 earned in the July 1, 2016 to June 30, 2017 academic year is not received by the PD desk in Human Resources by the deadline date of June 18, 2021, then the Member forfeits this amount, as of July 1, 2021.
Deadline Reminder: The claim submission deadline to access 2016/17 expiring funds is June 18, 2021 at 4:30 pm.
6. Borrowing against future five years. Members with continuing appointments are entitled to “borrow” against future Entitlement for the next five Years, including the current Year (for a maximum of 5 years). Borrowing creates an Entitlement deficit which is repaid through future service. Members with term appointments are not entitled to borrow ahead beyond the end of their term appointment. Please note that the ability to borrow ahead does not apply to Sessional Lecturers without continuing status.
7. Repayment of borrowed Entitlement. Members who leave the employ of the University for any reason, including resignation, retirement, or termination, must repay any and all Entitlement deficit. Please note, this does not apply to Sessional Lecturers without continuing status.
Viewing your Entitlement
In Workday, you can view your total balance, amount used, amount requested (claims in queue to be processed), and amount remaining. Note that your total balance and amount remaining includes carry forward, current year and borrow ahead together. If you want to know the disaggregated amounts for your carry over, borrow ahead and current year, please contact the Integrated Service Centre.
The borrow ahead amount is managed as a credit, and by submitting claims you agree to the terms and conditions for borrowing ahead that are established in the collective agreement.
Faculty rank and entitlement table
Use this table to identify what PD Reimbursement Fund eligibility you are entitled to based on your rank.
| Rank | Amount | Time | Banking | Borrowing |
| Adjunct Professor | $ – | n/a | n/a | n/a |
| Administrative Librarian (confirmed/probationary) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Assistant Professor, Acting Assistant Professor (tenure/track)
|
$1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Assistant Professor (full/part-time without review) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Associate Dean/Principal (tenure/track) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Associate Professor (tenure/track) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Associate Professor (full/part-time without review) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Associate University Library (tenure/track) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Clinical appointments | $ – | n/a | n/a | n/a |
| Clinical Fellow | $ – | n/a | n/a | n/a |
| Cont. Educ. Program Director (confirmed/probationary) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Cont. Educ. Program Director (full/part-time without review) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| General Librarian (confirmed/probationary) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| General Librarian (full/part-time without review) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Honorary appointments | $ – | n/a | n/a | n/a |
| Instructor (tenure track) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Instructor (full/part-time without review) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Lecturer (full/part-time) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Postdoctoral Fellow | $ – | n/a | n/a | n/a |
| Professor (tenure/track) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Professor (full/part-time without review) | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Research Associate | $ – | n/a | n/a | Refer to Research Associates PD Fund |
| Senior Instructor (tenure) | $1,700 | per annum | 5 yrs including the current year | 5 yrs including the current year but cannot borrow past the end date of appointment |
| Sessional Lecturer with continuing status | $1,700 | per annum | 5 yrs including the current year | cannot borrow past the end date of appointment |
| Sessional Lecturer without continuing status (eligible effective July 1, 2019) | $100 per credit course taught | per annum | 5 yrs including the current year | n/a |
Last updated May 2020
How to submit your claim
Submit your PD fund claims directly through Workday. For step by step instructions, as well as general resources and help with Workday, visit the Integrated Service Centre. After logging in with your CWL, you can search the knowledge base for instructions on how to submit a claim (i.e. how to create a professional development fund expense report).
Your manager or supervisor will check your claim as it related to your current role and career growth, and approve directly in Workday.
Your claim will also be reviewed by a PD Fund Expense Partner within 15 business days, however the processing time may take longer if you submit an incomplete claim or if information is missing. You will receive the claim back if the PD Fund Expense Partner requires additional information or if your claim is ineligible for reimbursement.
About your reimbursement
Funding is available on a first-come, first-serve basis. Once your claim is processed you’ll receive confirmation in Workday.
- If you paid out of pocket, you'll be reimbursed by direct bank deposit.
- If you paid with a UBC credit card (card in your name), your expense will be reconciled directly from your PD Funds.
- If your department paid on your behalf, your department will be reimbursed directly by general ledger credit.
PD funds and taxation
The funding provided is not included as taxable income 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 your annual tax return. Please refer to Canada Revenue Agency – Eligible Tuition Fees for more information.
What managers need to know
As a manager or supervisor, you are accountable for reviewing the relevance of your faculty or staff's PD Fund claim as it relates to their current role and career growth.
View more information on the page for managers and administrators.
Other learning activities
For UBC courses or programs eligible under the tuition waiver benefit, maximize your waiver benefit before making a claim from your professional development funds.
Looking for other learning opportunities? Visit the workplace learning page to learn more.
Questions?
If you have questions about these funds or how to submit claims, please contact Integrated Service Centre.