Using Pro-D funds to purchase home office furniture

The Vice President Finance and Operations, as the procedural authority for policies HR6420 (PEA) and HR6400 (ME), has approved a temporary expansion of “Eligible Expenses” under both policies to allow eligible employees to access their professional development expense accounts to purchase ergonomically appropriate home office furniture to facilitate the implementation of remote work arrangements.

For eligible PEA employees who do not have at least $500 in their professional development expense account, it is further recommended that that these employees would be eligible to access the PEA Central Professional Development Fund to purchase ergonomically appropriate home office furniture to facilitate the implementation of Remote Work Arrangements. The amount available from the PEA Central Professional Development Fund will be limited to up to $500 in total reimbursement from the combination of available expense account funding and the PEA Central Professional Development Fund funding.

The expansion of eligible expenses will be in place until March 31, 2022, at which point it will be reviewed to determine if the scope or duration of the recommendation will continue in whole or in part.

All procedural elements of policies HR6420 and HR6400 remain effective.  For example, a claim for reimbursement of Eligible Expenses must be approved by the claimant’s immediate supervisor.  Claims must be supported by receipts, either electronic images of receipts if the claim is submitted through the electronic expense management system or original receipts if submitted using paper forms.

Further, as is currently the policy, any items and equipment purchased through the Professional Development Expense Account are the property of the University of Victoria. Upon cessation of the Remote Work Arrangement, assets acquired through the Professional Development Expense Account must be returned to the department. If the university is unable to re-allocate the assets the employee may purchase the assets at its current fair market value by contacting Purchasing Services for an evaluation. As such, all home office furniture purchased fully or partially with professional development funds must conform to UVic approved furniture quality standards identified in policy BP3130.

For more information on equipment, office furniture and expenses with relation to the Remote Work Arrangements program, visit the RWA FAQ site here.

Once you have received permission to purchase furntiure using ProD and /or UVic funds for home, please visit the Facilities Management Interior planning and logistics site

If you have any questions about this initiative, speak with your supervisor or contact vpfoproj@uvic.ca for additional guidance.