Faculty Professional development funding

UBC Faculty Association members can access professional development funds to support career growth at the university.

Notice

posted July 1, 2022

This notice applies to: Faculty with tenure, on tenure-track, as well as Sessional Lecturers with continuing status

The current PD funding year: July 1, 2022 through June 30, 2023
Workday Reminder: When completing your PD expense report in Workday, select PD Fund | Faculty Regular as the expense item and leave the current date as the expense date for each expense item line (expense date must be July 1, 2022 or later), otherwise, you will not draw down on your PD Fund total eligible amount for the current year and you may encounter an error message when you try to submit your expense report.

Eligible Expenses

Faculty can claim reimbursement for professional development expenses that enhance the performance, ability, or effectiveness of a member’s work at the University. The funds are to be used for expenses associated with professional activities while holding an active position as a Faculty Association member and not any other purpose.

Please note any claims for reimbursement must be made within 12 months of the date when the expense was incurred. After 12 months, the expense is no longer eligible to submit for reimbursement.

As non-taxable benefits, goods purchased remain the property of the university and must be left with the university upon end of appointment.

Examples of eligible expenses 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 current active research
equipment that is directly related to current active research.

Examples of ineligible expenses for faculty

face masks
furniture (examples include, desk, standing desk riser, chair, lumbar support cushion, lamp, foot rest, monitor arm, stand or riser)
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.

Funding details by employee group

Funds are available for use while an individual holds an active appointment in the Faculty Association for activities taking place while a member. As detailed below in specific circumstances funds may be borrowed against future years.

Faculty with tenure, on tenure-track, as well as Sessional Lecturers with continuing status

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

Only expenses incurred while the member is an active Sessional Lecturer are eligible. In the case of short term leaves, expenses incurred during the unpaid leave may be reimbursed once the Sessional Lecturer has returned to an active appointment.

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

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, 2023 a Member has yet not accessed their PDR fund, they are eligible for the following:

1) July 1, 2018 to June 30, 2019 = $1100
2) July 1, 2019 to June 30, 2020 = $1100
3) July 1, 2020 to June 30, 2021 = $1700
4) July 1, 2021 to June 30, 2022 = $1700
5) July 1, 2022 to June 30, 2023 = $1700

Total Carry Forward Entitlement = $7300

A claim for the $1100 earned in the July 1, 2018 to June 30, 2019 academic year must be been submitted in Workday by the deadline date of Friday June 2, 2023, overwise, the Member forfeits this amount, as of July 1, 2023.

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. As a non-taxable benefit, goods purchased with faculty PD funds remain the property of the University and must be returned to your unit, unless otherwise previously agreed.

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. Please search for the following knowledge base articles:

View my Professional Development Funds? ( I need to check my PD Fund balance)
Claim expenses against my PD Funds? ( I have out of pocket expenses or used my UBC credit card to make my PD purchase)
Transfer PD Funds reimbursement to my department ( My department or grant initially paid upfront for my PD expense)

Your claim will 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.

After the PD Fund Expense Partner review, your Head or Director will check your claim as it related to your current role and career growth, and approve directly in Workday.

About your reimbursement

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.

Questions?

If you have questions about these funds or how to submit claims, please contact Integrated Service Centre.