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 reimbursement process is listed below for each fund.

Questions?

Contact us at 250-807-9839

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 responsbility 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.

How to Apply for PD Funding Pre-Approval

  1. Confirm your enrollment in the BCGEU PD Fund and check your available balance through Faculty & Staff Self Service
  2. Review the BCGEU Terms of Reference (PDF)mailto:pd.funds@ubc.ca
  3. Discuss your PD plans with your manager and obtain your manager’s authorization
  4. Complete the BCGEU SSPD Fund application (PDF), ensure the following required documentation is attached:
    – separate letter with explanation of how the course/activity will enhance your knowledge and/or skills relevant to your current position or career development plan
    – copies of documentation to substantiate the costs on the application form (i.e. airfare print outs, accommodation costs, receipts, course information with fees, etc.)
    Only complete applications will be forwarded to the BCGEU SSPD Fund committee for review.
  5. Upon review of your application by the BCGEU SSPD Fund Committee, you will receive notification of approval or denial via email.

How to Apply for Reimbursement of Expenses

  1. Once your application is approved you will be required pay upfront for your eligible PD activity or arrange to have your department pay upfront on your behalf.
  2. Complete the BCGEU PD Expense Claim Form  (PDF), ensure all required documentation is attached:
    – Payee, as it should appear on cheque or JV – individual or department
    – If department, attach copy of PCard (Visa) statement showing transaction and a copy of department GL account(s) printout that shows transaction.
    – attach original receipts and supporting documentation as noted on the claim form
  3. Send your completed claim form by UBC internal / campus mail channels or drop off within 14 days of the activity date (as noted on your receipt) to:
    Human Resources – BCGEU SSPD Funds
    Attn: BCGEU SSPD Fund Coordinator
    ADM 002, 1138 Alumni Avenue
    Kelowna, BC  V1V 1V7
    Emailed claim forms are not accepted

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, Recipient must provide documentation of completion of 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.

Application Process

The designated HR Associate will review each claim to ensure it is consistent with the eligibility criteria, and within available individual funding limits. Only complete applications will be forwarded to the BCGEU Okanagan Enhanced Education Fund Committee for review. Incomplete applications will be returned to the applicant for completion and resubmission within the deadlines.

Upon review of the application by the BCGEU Enhanced Education Fund Committee, you will receive notification of approval or denial via email.

Submit applications to:

Attn: HR Department (BCGEU Enhanced PD Fund)
ADM 002, 1138 Alumni Avenue
Kelowna, BC  V1V 1V7

Click here for the form.

Approval and Reimbursement

Reimbursement is made by direct bank deposit. If the upfront costs were paid by the department on the employee’s behalf, the HR Administrative Assistant will arrange reimbursement to the department by Journal Voucher transfer.

In either case, the employee will receive an approval/confirmation email once the award 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.

How to Apply for Reimbursement of Expenses 

  1. Once the application is approved, employees will be required to pay upfront for eligible Enhanced Education Fund Activity or arrange to have department pay upfront prior to reimbursement. The reimbursement process may take 14-21 business days. The reimbursement process is as follows:
  2. Complete the BCGEU Expense Claim Form  (PDF), ensure all required documentation is attached:
  • Payee, as it should appear on cheque or JV – individual or department
  • If department, attach copy of PCard (Visa) statement showing transaction and a copy of department GL account(s) printout that shows transaction.
  • attach original receipts and supporting documentation as noted on the claim form
  1. Send the completed claim form by UBC internal / campus mail channels or drop off within 14 days of the payment date (as noted on receipt) to:

Human Resources – BCGEU Okanagan Enhanced Education Fund
Attn: HR Associate
ADM 002, 1138 Alumni Avenue
Kelowna, BC  V1V 1V7

Emailed claim forms are not accepted