UBC Faculty Association members can access professional development funds to support career growth at the university.
Update for the 2023-2024 funding year, beginning July 1, 2023:
Discontinuation of "Borrow Ahead" Practice for Faculty PD Funds
Effective July 1, 2023, the University no longer allows faculty members to borrow against their future professional development entitlement amounts.
All faculty members received an email on June 30 with information about this change.
Further, if you are a faculty member who has already borrowed ahead against your future PD entitlement amounts before the implementation of this change on July 1, you received an additional email between July 10 and July 14. This second email confirmed your borrowed ahead amount and provided an explanation of the University's approach and timeline for recovering these funds from your future PD entitlements.
View further Q&A details on the HR News Page
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.
If you are planning to make a purchase for a piece of equipment or a service 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 PO payment process.
As non-taxable benefits, all equipment and other goods purchased with Faculty PD Funds remains the property of the university and must be left with the university upon end of employment.
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
- furniture (examples include, desk, standing desk riser, chair, lumbar support cushion, lamp, foot rest, monitor arm, stand or riser)
- academic student fees
- face masks
This is not an exhaustive list. If you have an expense that is not clearly covered here, please contact email@example.com 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.
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.
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 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 current role and career growth, 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.
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 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.
If you have questions about how to submit a PD Funds claim, 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: firstname.lastname@example.org