Faculty professional development funding

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

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 directly associated with a member's own professional activities while holding an active position as a Faculty Association member and not any other purpose.

All electronic devices and any other tangible goods purchased with Faculty PD funds are the property of the university and must be left with the university at the end of employment.

Examples of eligible expenses

• 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

• flight class fares over regular economy (i.e. over lowest available fare on the shortest route ) unless pre-approved by member's Head of Unit with justification as per UBC Business Expense Policy FM8  - Business Expense Rules criteria.
• office furniture (examples include desk, standing desk riser, chair, lumbar support cushion, foot rest, monitor arm, stand or riser, lamp,)
• compensating individuals for their salaries or ad hoc services; service payments must be made to legitimate, registered business entities.
• donations, gifts, gift cards and prizes
• academic student fees
• software required to perform core duties such as Microsoft Office, Adobe Creative Cloud and Acrobat Pro.

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 before submitting a claim.

Additional Eligibility Criteria

• 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.
• All expenses claimed must fall within CRA’s non-taxable benefit guidelines.
  • As a non-taxable benefit, members may be reimbursed for their own professional development expenses only; any expenses for other individuals are not eligible for reimbursement.
  • As a non-taxable benefit, all equipment and other goods purchased with Faculty PD Funds is the property of the university and must be left with the university upon end of employment
• Travel expenses are reimbursed in accordance with UBC Business Expense Policy FM8.  Prior to booking travel, review the Business Expense Rules (page 14-19) for guidance on travel. Note: meals per diem and mileage claims must be calculated manually on a Faculty PD Fund expense report.
• If you plan to purchase goods or services valued at over $3,500 inclusive of taxes, you must use a purchase order (PO)  and have your department or grant pay the initial cost upfront. You cannot allocate the cost directly to the Faculty PD Fund during the purchase order payment process.    

How to check your PD fund balance

Your PD fund is set up in Workday as a "reimbursable allowance plan". View the related knowledge base article to help you find your PD fund details in Workday.

• Check my PD Fund balance — View My Professional Development Funds

Note: Your  "total eligible amount" in Workday include your assessed entitlement amount for the current UBC academic year (July 1 – June 30) along with your unused banked funds from previous years. 

How to submit your claim

Your PD fund claims can be submitted directly through Workday. View related knowledge base articles to help you get started.

• Get reimbursed for my PD fund expense ( my out of pocket and my UBC credit card expenses) — Claim expenses against my PD Funds
• Get reimbursement for my department (expenses paid upfront by department or grant) — Transfer PD Funds reimbursement to my department

For more knowledge base articles, claim assistance and general help with Workday, visit the Integrated Service Centre. 

Reimbursement Process:

Your claim will be normally be reviewed by a PD Fund Expense Partner within 5 business days, however the review time may take longer during peak claim periods or if you submit an incomplete claim. 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 review your claim as it relates to your academic appointment, and approve directly in Workday.

Overall you should allow up to three weeks for the approval workflow to be completed and for Human Resources to process the reimbursement through 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. 

Understanding professional development funds entitlement for faculty members

Funds are available for use while an individual holds an active appointment in the Faculty Association for activities taking place while a member.  

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.

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 an Academic Head of Unit needs to know

 As Academic Head of Unit, you are accountable for reviewing the relevance of your faculty member’s PD Fund claim as it relates to their academic appointment.

View more information on the page for managers and administrators. 

Questions?

If you have questions about how to submit a PD Funds claim in Workday, please contact Integrated Service Centre.

If you have questions about the Faculty PD Funds guidelines contact the Workplace Learning Associate in Human Resources at email: faculty.pd@ubc.ca