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UFV/Human Resources/Learning and development/Professional development fund

Professional development fund

Engage in professional development activities related to current or future employment opportunities at UFV.

The in-service professional development fund covers events, tuition support, annual professional memberships and resource materials and is based on the fiscal year April 1–March 31. 

Permanent, full-time faculty and staff are able to access up to $2,000 per fiscal year (plus an additional $200 for professional memberships). 

Employees less than 100% FTE are prorated with a minimum allocation of $750 per fiscal year. 

The in-service professional development fund covers:

Overview

For events outside the Lower Mainland it is acceptable to take one day of travel to get to the activity and one day to return home. 

Advances between $500 and your maximum eligibility are available by submitting an Advance Request Form.

Applications for workshop or training events which are reasonably similar in content and available in multiple locations must be scheduled at the location closest to UFV.

Special approval to use two years of your PD allocation may be approved upon request. 

Study tours 

Applicants must demonstrate a clear connection between study tour participation and their current professional role at UFV. Applicants must demonstrate how the study tour participation is an approvable professional growth activity outlined in the criteria for all approvable in-service professional development activities. Self-guided tours need to have a detailed list of activities and timeline attached to the application form.

Staff only substitute funding

Up to 30 hours per fiscal year may be available to fund the costs of a direct replacement for a staff employee to attend events only. 

Applications are reviewed to determine the relevant value to UFV.

Special approval to use two years of your PD allocation may be approved upon request.

Memberships must relate to your ongoing employment at UFV. The start date of the membership must occur in the current fiscal year to be eligible for funding. 

Common resource materials include books, journals, and software. For faculty, your resource materials must be applicable to your educational background and to your relevant professional area. For staff, the resource material must directly relate to your current or professional growth at UFV.

Non-taxable benefit goods purchased with in-service professional development funds remain the property of the university until such time that fair market value equals $0, at which time ownership is transferred to the employee.

 

Application process

There are two different types of application forms for Professional Development; one for Events & Tuition, and another form for Memberships & Resource Materials. All forms should now be submitted through the HR Service Catalog System.

All PD applications must be submitted to an employee’s direct supervisor for review and confirmation that the request meets the In-Service Professional Development criteria. If the direct supervisor is not an exempt administrator, then the application will require a second signature from the exempt administrator. 

Please click Training Materials to view the Professional Development training PowerPoint.

1

Submit application to supervisor

Fill out the applicable PD application form and submit it to your direct supervisor using this HR Service Catalog System.

2

Receive approval for application

Your application will automatically be forwarded to Human Resources for review and processing. Final approval notification will be sent to you from HR.

3

Make the purchase and/or attend the activity

Once you have received a confirmation email from HR approving your request, you may make the purchase and/or attend the activity.

4

Submit post-PD report within 10 days

Tell us about your activity! You are required to complete this fillable post-PD report (for conferences, workshops, courses, trainings, and events), have it reviewed and signed by your supervisor, and email it to in-service_pd@ufv.ca within 10 days of the completion of your activity.

5

Submit your PD expense claim

Review the In-Service PD: Allowable Expenses then complete and submit your claim through the Emburse Expense Management System for reimbursement.

Please see user guide on how to submit your PD expense claim through the Emburse Expense Management System.

You can find more instructions on how to use Emburse here.

Frequently asked questions

To view past PD expenditures:

  • Log in to my.ufv.ca
  • Click “Work/Employee” Info tab
  • Scroll down and search for the “PD and DTA History” card and click “View Details”
  • Select the relevant fiscal year to view your PD allocations and expenses

If you are not a permanent employee, please contact PD Assistant email: in-service_pd@ufv.ca, who will be able to provide you with your PD allocation.

To see the list of activities that employees have been reimbursed for, please refer to this document: Listing of Professional Development Activities

The PD funds will come from the fiscal year in which the activity takes place. The actual date of the activity/event dictates which fiscal year of PD funds get used.

For example, the actual conference date is happening in May 2026, the PD funds that will be used for this is fiscal year 2027 (April 01, 2026 to March 31, 2027).

No carryover of unused PD funds from one fiscal year to another.

Prior to completing and submitting an online PD application form, please ensure that you have reviewed and discussed the proposed activity with your direct supervisor. This will help you to clarify if your direct supervisor is an “exempt (non-unionized)” or “non-exempt (unionized)” supervisor/administrator.

If your direct supervisor is “non-exempt” supervisor, then the application will require a second signature from the exempt administrator. To know who is your “exempt administrator”, please ask your non-exempt supervisor.

If you decide to cancel your PD application, please discuss this with your supervisor, then notify HR by:

Note: If you submitted and received PD approval using the old pdf form process, then please notify HR about the cancellation by sending an email to in-service_pd@ufv.ca

Option 1:

Option 2:

  • In your UFV email, search for the email notification on your submitted PD application.
  • Open the email, scroll down, and click “Open in TDClient” to open your application.
  • In your PD application, click “Current Workflow Step” to see its status and who it is currently assigned to.

Once your PD application form has been approved by the required signatories. HR will review your application and once approved, you will receive an email from HR with the PD approval number and instructions on how to get reimbursed.

Option 1:

Option 2:

  • In your UFV email, search for the email notification on your submitted PD application.
  • Open the email, scroll down, and click “Open in TDClient” to open your application.
  • In your PD application, scroll down, add a comment about the required change or information, then click Save.

Option 1:

Option 2:

  • In your UFV email, search for the email notification on your submitted PD application.
  • Open the email, scroll down, and click “Open in TDClient” to open your application.
  • In your PD application, click “Add Attachment”, browse for your file, then click “Upload” and you can see your uploaded file under “Attachments”

Submit your post-PD report (for conferences, workshops, courses, trainings, and events) using the fillable post-PD report in pdf format. Have it reviewed and signed by your direct supervisor first and email it to in-service_pd@ufv.ca.

In your UFV email, search for the email notification on “PD application for your approval”.

Open the email and click the workflow step link (PD Application For Approval Workflow Step) to view the PD application form on this service request.

For questions regarding the in-service professional development fund and process, contact the Professional Development Assistant at email in-service_pd@ufv.ca or at local 5133.

If you are experiencing access related issue on the HR Service Catalog ticketing system, please contact IT Service Desk at this link: https://itservicedesk.ufv.ca/TDClient/52/Portal/Requests/ServiceDet?ID=451

Support

For questions regarding the in-service professional development fund and process, contact the Professional Development Assistant at email in-service_pd@ufv.ca or at local 5133.

If you are experiencing access related issue on TeamDynamix (TDX) system, please contact IT Service Desk.

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