Professional development funding

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.

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.

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.

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.

Application Form

Reimbursement Form

Please note any claims for reimbursement must be made within 12 months of the date when the expense was incurred.

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.