The following information was sent in an email by HR on July 2, 2010 regarding reimbursement of professional development expenses.
The following information was sent in an email by HR on July 2, 2010 regarding reimbursement of professional development expenses.
As you may be aware, the University provides some funding for reimbursement to employees for professional development expenses in accordance with Administrative Policy AD 10-11. These funds are for professional development expenses that are not otherwise provided by an employee¹s department.
To answer some of the frequently asked questions attached is an information sheet.
Please note this is an information sheet only and does not replace the Policy.
If you have questions regarding eligibility for professional development claims, please contact Cookie Purewal in Human Resources at 778-782-5662 or
email at cpurewal@sfu.ca prior to making your purchase.
Revised June 2010
REIMBURSEMENT OF PROFESSIONAL DEVELOPMENT EXPENSES
(IN ACCORDANCE WITH AD 10-11)
INFORMATION SHEET
PURPOSE:
The University encourages Employees to pursue Professional Development activities in order to remain at the forefront of their respective disciplines. The University will reimburse the Employee for allowable Professional Development expenses that are not otherwise reimbursed by the University. This reimbursement is in addition to funds normally made available by departments for Professional Development.
WHO IS ELIGIBLE?
A Continuing Employee whose start date falls between January 1 and September 30 is eligible for a reimbursement on January 1 of the following year. A Continuing Employee whose start date falls between October 1 and December 31 of one year is not eligible for reimbursement on January 1 of the year immediately following, but will be eligible on January 1 of the subsequent year.
The reimbursement available for Professional Development will be pro-rated based on normal hours worked for a Part-time Employee in a Continuing Position.
CLAIM PERIOD:
- You may only claim for expenses which you paid for in the current calendar year plus those from the prior calendar year.
- Only ONE Professional Development expense statement for reimbursement may be submitted anytime in a calendar year.
- Please Note: You can only claim for expenses incurred on or after your effective date of eligibility.
SUBMISSION PERIOD – ONCE A CALENDAR YEAR BETWEEN JANUARY 1 AND DECEMBER 31.
Claim must arrive by December 31 to Human Resources to be eligible for that calendar year. Any claims arriving after December 31 will be processed in the next calendar year.
ANNUAL ENTITLEMENT AMOUNT AND BALANCE:
The amount of reimbursement available for Professional Development is:
effective January 2007 $600 per calendar year;
effective January 2009 $700 per calendar year.
Unused Professional Development funds in a calendar year may be carried forward to the next calendar year but in no case will a Continuing Employee's entitlement be greater than:
effective January 2007 $1,800;
effective January 2009 $2,100.
REQUIRED RECEIPTS:
All purchases must be supported by the ORIGINAL proof of payment in your name eg., itemized cash register receipt or invoice stamped paid in full. Receipts must clearly identify the specific item(s) purchased and the total amount paid. Photocopies, faxes, estimates and packing slips are not acceptable as an invoice or proof of payment. If receipt/invoice does not clearly state the total amount paid, it must be accompanied by proof of payment.
If you are planning to resubmit a receipt to claim the difference in the next calendar year, you must request that the original be returned to you. On the top of both the PD Fund Expense Claim and the original receipt write, PLEASE RETURN ORIGINAL RECEIPT. This receipt will be stamped by Accounts Payable indicating the amount already paid from your PD Fund account. Copies of receipts will not be eligible for reimbursement.
ANNUAL ENTITLEMENT AMOUNT AND BALANCE:
• Before submitting a claim, check your current available balance online at mySFU. Your reimbursement claim cannot exceed your available balance.
ELIGIBLE PD FUND EXPENSES FOR REIMBURSEMENT
| Expense | Eligible Items | What to Submit/Attach to Claim form |
|---|---|---|
| Computer |
|
• Original receipts confirming total amount paid and date paid |
| Conferences |
• Conferences, workshops, seminars • Can only be claimed after attendance at the event, even if the registration fee was paid in advance • Conferences, workshops and seminars must relate to your area of employment or possible future employment at SFU |
• A copy of the conference program/brochure, and conference registration confirmation detailing amount paid • For online registration: A copy of the completed registration and the email acknowledgement of payment received supported by copy of the credit card statement |
| Subscriptions, Journals, Books | • Purchases must relate to your area of employment or possible future employment at SFU | • A copy of the online renewal and confirmation of actual payment that shows amount and date paid |
| Membership Fees | • Fees for memberships will be eligible if they relate to your employment or possible future employment at SFU |
• Original receipt showing payment amount and date paid • If renewed online: Attach a copy of the completed registration and the email acknowledgement of payment received supported by a copy of credit card statement |
| Airfare |
• Economy Class (only) • All claims for airfare must be supported by all original boarding passes for every segment of travel • This can only be claimed after attendance at the event, even if paid in advance |
• All original boarding passes must be included as well as invoice/itinerary from the travel agency showing the fare details, itinerary and proof of amount paid • For tickets purchased electronically: attach a copy of the e-ticket with fare details and itinerary and proof of amount paid |
EMERGING TECHNOLOGY
The University will research new & emerging technology as it becomes available and will determine eligibility in accordance with Policy AD10-11.
Once a determination is made on eligibility notification will be sent out to employees.
EXAMPLES OF ITEMS NOT ELIGIBLE FOR PD FUND REIMBURSEMENT
- Business or first class travel
- Office furniture and furnishings
- Air travel cancellation insurance
- Briefcases or luggage
- Passport or visas
- Big screen TV as PC monitor
- Cell phones, Blackberries, iPhones or Plans
- Ipod, itouch, MP3 Players, iPad, e-readers
- Gaming systems (ie. Wii), video games
- Service cost for equipment
- Toner cartridges, Laptop batteries or adapters
- Digital camera, Video camera
OWNERSHIP
The University owns equipment purchased with Professional Development Funds. If you retire or terminate employment prior to the fair market value equaling $0 (as outlined in Policy AD10-11), you will have the option of purchasing these item(s) from the University at fair market value or declaring the item(s) as a taxable benefit at fair market value as at the date of such retirement or termination of employment.
If you require clarification on specific item(s) that would be eligible for professional development claims, please contact Cookie Purewal at 778-782-5662 or email at cpurewal@sfu.ca prior to making your purchase.