BCGEU Okanagan Support Staff

Members of BCGEU are able to access reimbursement for professional development from two funds;

  • Professional Development Fund, and
  • Okanagan Enhanced Education Fund

Eligibility requirements, the application, and the reimbursement process is listed below for each fund.

Professional Development Fund

The intent of the BCGEU Okanagan Professional Development Fund is to encourage and support employees to access learning activities that will enhance current job performance as well as to support skill development that may open up other career opportunities for transfer and promotion throughout the University.

Prior to submitting a claim, BCGEU staff are encouraged to check the MSP Staff PD Fund for the overall fund balance. When the funding pool balance reaches zero prior to March 31, no further PD claims will be accepted for reimbursement this current funding year. 

Application Submission

Current Funding Year: 2020-2021 (April 1, 2020 – March 31, 2021)

Status of BCGEU Fund: Open and accepting PD applications. You must submit a BCGEU PD application following the guidelines in the BCGEU SSPD Fund Terms of Reference.

Maximum Yearly Claim Amount: The maximum claim amount for eligible staff is $1,500 regular full-time.  Auxiliary employees who meet the eligibility requirements are eligible for an award of up to 50% of the amount available to regular employees.

BCGEU SSPD Fund Committee: Terri Jones (Chair), Michele Cannon, Lisa Wyness, Michele Bjornson, Jenn Reid (BCGEU SSPD Fund Coordinator)

BCGEU SSPD Fund Committee Meeting Dates:  March 18th, 2020.

Future Funding Year April 2020-March 2021, meeting dates; April 16, May 7, June 10, July 8, Aug 12, Sept 9, Oct 14, Nov 12, Dec 9, Jan 13, 2021, Feb 10, and March 10, 2021.

Previous Funding Year: The 2019-2020 funding year has ended

Eligibility

Eligible employees can access funds for approved professional development to a maximum of $1,500.00 per fiscal year (April 1 to March 31). Auxiliary employees who meet the eligibility requirements are eligible for an award of up to 50% of the amount available to regular employees.

All BCGEU employees under this Collective Agreement who have completed their probation period (910 hours) will be eligible to apply for a staff development leave and/or financial assistance.

Employees approved for Professional Development Leave are entitled to up to 20 paid working days, pursuant to Article 55.4 of the collective agreement. Funding to pay wages for employees on PD leave is separate and is not paid from the individual’s Professional Development allotment.

When to Apply

Eligible employees can apply up to four months in advance of the course/activity.

Claimable Expenses

All eligible activities must be related to professional development that enhances the knowledge, skills, performance, or career progression of an employee at the University.

Eligible expenses may include fees related to a variety of learning opportunities such as:

  • courses that are part of a diploma, certificate or degree program;
  • individual course, seminars, workshops, conferences, including web-based learning;
  • registration and membership fees;
  • materials, supplies and books.

Reasonable travel and associated expenses, including accommodation, for out-of-town conferences, workshops and seminars are also eligible (as per UBC travel policy 83).

All professional development activities must be provided by an association that is in the business of career-related training or upgrading or a service provider that is in the business of educating.

Please note: Authorizing managers should not request a staff person to access the BCGEU SSPD Fund to cover any job-related skill development required for, or integral to, the effective functioning of the position. These expenses are the responsibility of the department.

Approval & Reimbursement Process

The BCGEU SSPD Fund Coordinator will review your claim to ensure it is consistent with the purpose of the program, within available individual funding limits, and includes all applicable receipts and back-up documentation as noted on the application form. Only complete applications will be forwarded to the BCGEU SSPD Fund Committee for review.

If you paid the upfront costs out of pocket, you will be reimbursed by direct bank deposit. If the upfront costs were paid by your department on your behalf, the BCGEU SSPD Fund Coordinator will arrange reimbursement to your department by Journal Voucher transfer. In either case, you will receive an approval/confirmation email once your claim has been processed. The funding provided is not included as taxable income on an employee’s T4 slip. This means that staff cannot claim the value of any funds received through this program as part of a tuition tax credit or for any other credit on their annual tax return. Please refer to Canada Revenue Agency – Eligible Tuition Fees for more information.

The reimbursement process may take 14-21 business days.

Okanagan Enhanced Education Fund

The intention of the BCGEU Okanagan Enhanced Education Fund is to provide staff with additional sources of funding directly related to academic pursuits at any degree, diploma or certificate granting post-secondary institution in Canada, Trades and Apprenticeship program, or Professional Association (with a national or provincial chapter) that offers a recognized designation.

Eligibility 

The awards amount will be up to $1,500 per regular employee, per year. Auxiliary employees who meet the eligibility requirements are eligible for an award of up to 50% of the amount available to regular employees.

All BCGEU Okanagan employees who have completed their probation period (910 hrs) will be eligible to apply for the BCGEU Okanagan Enhanced Education Fund. Awards under this fund may be made in addition to the current PD Funding amounts. Employees may apply for both funds, but approval from one fund does not guarantee approval from the other fund.

Rules

  1. Funding applications are approved on a first-come, first-served basis and are subject to the availability of the overall budgeted funding for the year.
  2. Recipients must meet all eligibility requirements when applying for an award – review the BCGEU Enhanced Educational Fund Terms
  3. Recipients must be studying on a full or part-time basis during the fiscal year of application.
  4. Recipients must present proof of enrollment in course of study before receiving their award. Recipients may apply yearly for the same continued course of study.
  5. Applications for reimbursement can be submitted at either application intake times for a course of study started and paid within the current fiscal year.
  6. Recipients who do not attend or withdraw mid-year from the Educational Program and/or course for which they have received funding must repay the money, unless there are extenuating circumstances that are approved by the Enhanced Education Fund Committee.
  7. In order to apply for further funding on an ongoing basis, the recipient must provide documentation of completion of the course from previous funding. Employees can appeal this provision, in writing, if they feel there are extenuating circumstances.
  8. There are two application-closing dates per fiscal year. All applications must be received by 11:59pm, May 1st and 11:59pm October 31st for consideration by the committee. Late applications will not be considered, and incomplete applications will be returned for completion when time permits.
  9. Award recipients will be informed within a month of the application deadlines.
  10. An HR Associate will review applications to ensure they are complete and meet the eligibility criteria of the program and are within the available individual funding limits.
  11. By accepting this award recipient acknowledges that the funds awarded are being applied to the educational opportunity and that the costs incurred have not been covered by other funding sources.
  12. Any time off required by the employee to pursue the approved course of study will be subject to the following operational considerations:
    • There should not be an additional cost to the department
    • Time off with pay will only be approved if the employee’s work does not require to be backfilled, and the employee can make appropriate arrangements with their supervisor to complete their normal work
    • Subject to normal approval processes the employee may utilize vacation time, banked time, or unpaid leave in order to attend their course of study.

 

The provisions of BCGEU Staff Development are intended to assist employees in maintaining and improving knowledge and skills relative to the employee’s responsibilities or to their career development at the University.  

** ALL REQUESTS FOR BCGEU PD FUNDING REQUIRE PRE-APPROVAL BEFORE SUBMITTING EXPENSE CLAIMS THROUGH WORKDAY **

PLEASE NOTE:  Approval and reimbursement for PD Activities will not be carried forward into the next fiscal year.  Expenses must be submitted through Workday within 6 months prior to or after your PD Activity purchase date and before March 12, 2021. 

 

PD FUND PRE-APPROVAL PROCESS

1 – Choose your source of PD funding based on the type of program or activity that you are participating in. Complete either the General PD Funding or the Enhanced PD Funding application form.

General PD Funding is funding for courses that are part of a certificate, diploma, or degree program, individual courses, seminars, workshops, and conferences including web-based learning.  See Terms of Reference for additional information including eligible and non-eligible expenses.

Download the General PD Funding Pre-Approval Application Form

Review the General PD Funds Terms of Reference

Enhanced PD Funding is funding is directly related to academic pursuits at any degree, diploma, or certificate granting post-secondary institution.  Note – ongoing approval for Enhanced PD Funding will require submitting documentation that confirms completion of courses from previous funding requests.  Application for Enhanced funding is accepted twice a year on May 1 and October 31 (only). See Terms of Reference for additional information including eligible and non-eligible expenses.

Download the Enhanced PD Funding Pre-Approval Application Form

Review the Enhanced PD Funds Terms of Reference

2 – Submit the Pre-Approval application form and include the following additional documents:

    • Print screen from the website or other supporting document eg. Receipt for payment that clearly identifies the cost of expenditures requested.
    • A written statement from the applicant explaining how the professional development funding requested will enhance your current position or support career development at the University.
    • When applying to the Enhanced PD Fund, please include documentation that demonstrates completion of previous courses for this program that have been funded through previous BCGEU Fund requests.

PLEASE NOTE:  Application packages must complete all documents as requested in order to be submitted to the Committee for review.  Incomplete applications will be returned and may not be reconsidered by the Committee until the following month.

3 – Email your application form and supporting documents to:

    • Jennifer Reid – BCGEU PD Funds Coordinator, Human Resources UBCO
    • Please format the subject line of your email as follows: BCGEU PD FUNDING REQUEST – LAST NAME, FIRST NAME

4 – The BCGEU PD Fund committee meets once a month on the 2nd Wednesday of each month.

Applications for funding should be sent to Jennifer Reid within the 1st week of each month to be reviewed at the next meeting.

The BCGEU PD Fund committee consists of the following individuals:

5 – Once the BCGEU PD Fund committee has reviewed your pre-approval application; Jennifer Reid will contact you to advise of the outcome of your application and next steps.

 

PD FUND EXPENSE AND REIMBURSEMENT PROCESS

Once you have received pre-approval from the BCGEU PD Fund Committee and have purchased your PD activity, you can upload your expense claim for reimbursement through the Workday system.

Please include copies of actual receipts for your purchase in your upload to Workday.  Only expenses that have a corresponding receipt for the expense or proof of payment will be reimbursed.

Terri Jones – Chair of the PD Committee, will process your PD expense once your claim has been uploaded into Workday and the information and documents verified.

Below is a link to the job aid that will assist you to upload your expense into Workday.

Workday Expense Report Job Aid: https://blogs.ubc.ca/ubcworkdayjobaids/archives/3792

 

PLEASE NOTE:  Approval and reimbursement for PD Activities will not be carried forward into the next fiscal year.  Expenses must be submitted through Workday within 6 months prior to or after your PD Activity purchase date and before March 12, 2021.

 

IF YOU HAVE QUESTIONS

Should you have questions or require additional information about the application process or the status of your application, please contact either Jennifer Reid, BCGEU PD Funds Coordinator jennifer.reid@ubc.ca, or Terri Jones, BCGEU PD Funds Chairperson terri.jones@ubc.ca

Should you have questions about Workday – please follow this link: https://isc.ubc.ca/  to search the Workday knowledge base, submit a Workday ticket, connect with a Learning Rover or speak with a Workday representative.