Professional development funding

The fund committee will consider funding requests that are directly related to career or personal development. Requests may include, but are not limited to:

• tuition fees, courses, exams, workshops or seminars
• education expenses such as books, course materials, software materials and associated fees
• membership fees in learned societies and professional organizations
• equipment such as laptops, tablets, smartphones and audio-visual equipment
• learning supports for employees with disabilities
• travel to attend training including accommodation expenses

Fees for job-related departmental courses and equipment are not eligible; these costs are the responsibility of the department.

Personal growth training is eligible; however, employees must describe how it will help them grow and meet career goals in there application. This may include, but is not limited to:

• career counselling
• personal productivity related to goal setting
• leadership development
• cultural learning related to diversity, equity, inclusion and truth and reconciliation
• financial planning
• organizational skills training

Please note the CRA considers courses taken purely for personal interest or technical skills not related to the business are taken mainly for the employee's benefit and, therefore, are a taxable benefit. These cases are rare. If you have questions about this, please reach out to us.

The committee especially welcomes applications that relate to the university plans including the Strategic Framework, the Indigenous Plan and the Equity Action Plan.

Starting February 2025, the standard laptop option to request will be the base Dell model available through the Technology Solutions Centre. If you select this model, no additional technical approval is required before submitting your application. 

However, if this laptop does not meet the requirements of your course, you'll need to include a course description that describes the minimum requirements for technology and include a Technical Approval with your application.

Applications are reviewed 3 times per year, corresponding with the following submission deadlines:

The 2026 Fund will be administered across 3 application periods.

• October 30, 2026 deadline: for courses with a start date between Jan. 1 and Apr. 30, 2027
• February 28, 2026 deadline: for courses starting prior to Aug. 30, 2026
• June 30, 2026 deadline: for courses starting prior to Dec. 30, 2026

Requests for funding must be made before the course start date. Changes made to the course after the start date will be considered only if there are extenuating circumstances and the committee is notified in writing immediately.

To prepare for your application, it is helpful to collect the following in advance:

• course, exam or workshop information (cost, start dates, course description)
• outline of your career or personal development goals
• breakdown of related costs

If your course is scheduled during work hours, you will also need department head approval per articles 26.06 and 26.07 of the Collective Agreement.

If you wish to include multiple courses or requests in the same round, please include every request in your single application, being mindful to clearly distinguish the description and costs in the application.

Reimbursement requests must be made within 2 months of course completion. 

To claim funding, complete a Business Expense Reimbursement (BER) form and send to avphrassist@uvic.ca. HR will forward your request to accounts payable for reimbursement.

Reimbursement package should include:

• completed BER form with all details included as shown in this example.
• funding approval letter
• technology approval (if applicable)
• proof of successful completion of course
• copy of invoice showing cost breakdown together with original receipts

Approved courses taken during a layoff, leave, vacation or extended sick leave will be reimbursed after the employee has returned to work. You must still be employed at UVic to receive reimbursement.

If your application for funding has been rejected, you can appeal the decision by submitting in writing the reason(s) for the appeal to the chair, career development committee, c/o Human Resources.

The committee will review the written submission with the original application; invite the applicant to make a verbal presentation and advise the applicant in writing of the outcome of the appeal. 

For more information, see your Collective Agreement.

Questions? Please contact avphrassist@uvic.ca for assistance.

Regular continuing PEA employees are eligible for PDEA funds and Central Professional Development Fund applications.

Employees appointed to a term position for longer than 1 year are eligible to receive the allowance after their first year of service. Employees must pass their initial probation before applying. If you are on probation for a new PEA role you have moved into, you are still eligible to apply.

The university will temporarily suspend annual contributions to PDEAs for individuals in receipt of long term disability benefits or a long term leave of absence, other than maternity and parental leave. Annual contributions will be restarted in the year the individual returns to work.

Eligible expenses include:

• tuition, course or registration fees
• travel (including accommodation), tuition, course or registration fees and other expenses for conferences, workshops, seminars, professional organizations and other similar activities
• membership fee for 1 professional organization required by the university as part of your employment
• expenses (e.g. books, journals, materials, page charges, reprints, interlibrary loan charges) directly associated with professional responsibilities

As of of January 1, 2025, computer equipment (e.g. laptops, tablets, printers, smart phones, smart watches, accessories, peripherals and audio-visual equipment) and other items are not eligible for reimbursement.

Note: airfare eligibility is limited to economy class travel

Please consult the PDEA guidelines for staff for guidance on ineligible expenses.

Use ChromeRiver to submit your claim for reimbursement. Note, for Central Funding requests, reimbursements must be made with 6 months of the application deadline date, or the approved funding will lapse.

In circumstances where professional development funds were used for employment-related training and/or course fees, the Canada Revenue Agency advises that these amounts should not be claimed on income taxes as a personal tuition credit or education amount. For more information, consult the CRA webpage.

The minimum request for the Central Professional Development Fund is $250; you cannot combine smaller requests to reach the $250 minimum. 

The maximum for pro-d activities at UVic is $2000.

The maximum for pro-d activities external to UVic is $1500.

Applications can be submitted for any professional development course, request or opportunity with a start date that falls 6 months before or 6 months after the application deadlines.

Note: Applicants may not request funding more than once for the same semester of tuition. For example, if you are approved for $1500 of tuition support for the summer 2025 semester, you cannot request funding in the subsequent round to top-up your support for fees incurred during the summer 2025 semester. However, you may top-up with funds available through your PDEA.

The online form is the only acceptable means of applying to the Central Fund. Before you start your application, we recommend collecting the following:

• course, exam or workshop information (cost, start dates, course description)
• supporting documents about the professional development event
  • this may include conference brochures, budget listings, event programs and tuition fee printouts including reading lists
• description of your career or personal development goals
• breakdown of related costs
• supervisor approval, see suggested template below

Supervisor approval must be either a PDF of wet signature or an email approval saved as a PDF, uploaded to the online application. You may use the following as a template to obtain supervisor approval:

Subject: Approval requested: Application for PEA Central Professional Development Fund

Dear [manager name],

I am applying to the PEA Central Professional Development Fund for support of the following:

• item/Course/Event
  • details: dates, short description

The amount I am requesting from the Central Fund is: $xxxx

Additional notes:

• as discussed previously, the department will be contributing $xxx to this opportunity
• as discussed previously, I will be contributing $xxx from my PDEA for this opportunity

Your approval of this request is required as part of the application. Please reply to this email with your approval or sign below and return to me at your convenience. The application deadline is xxxx.

Regards,

[Your name]

Supervisor response:

I approve [Employee name] to submit the above request to the PEA Central Pro-D Fund.

[Supervisor Name]

[Approval Date]

Applicants should receive an email notification three weeks after the submission deadline. If the application is approved, the message will include an approval letter with the tentative award amount.

Applicants must currently hold continuing sessional lecturer appointments at UVic. 

Please note: Applicants must be on the current list of holding a Continuing Sessional status to be eligible. Please check with the CUPE office if you are unsure of your designation.

Academic conferences, academic institutes, and professional courses, workshops or seminars that address scholarship of learning and teaching in higher education are eligible. Support for other activities related to the purpose of the fund will also be considered, pending a rationale demonstrating a direct impact on student learning.

Funding is for professional development activities occurring within 6 months before or 6 months after the application is received.

• travel (Note: travel to UVic or within Greater Victoria is not eligible)
• accommodation at standard room rates
• meals while attending the event up to UVic per diem rates (excluding alcohol)
• course or conference registration fees
• professional organization membership fees associated with attendance at the event
• material costs associated with the event (e.g., creating a conference poster)

• travel to UVic or within Greater Victoria
• tuition will not usually be covered (credit based courses are not eligible, however, non-credit based courses are considered)
• equipment purchasing (including technology)

The per person maximum is $2,000 per sessional assignment year (September 1 to August 31), which may be split across more than one event. Funding is available for up to a maximum of $2,000 if the applicant is presenting a paper or poster, or is a panel discussant, or contributing significantly in other documented ways, at a professional development event. The maximum for attending a professional development event and for other professional development activities is $1,000.

Note: Currently, due to a substantial carry forward within the Continuing Sessional fund, supplemental funding can be requested to cover any additional eligible expenses beyond the maximum per sessional assignment year up to $500.00 for attending and $1,000 for presenting. Supplemental funding is distributed on a first come first serve basis. Once these non-recurring carry forward funds are expended, no supplemental funding will be available.

1. Applicants must indicate how their participation in the proposed event will contribute to students’ increased knowledge and/or demonstration of a skill or skills related to the intended learning outcomes of their course(s).
2. Application clearly indicates how the activity will contribute to the applicant’s professional development.
3. Application broadly fits into the concept of scholarship of learning and teaching or scholarly teaching in the discipline.
4. Application must be complete to be considered.
5. Invitations to present/perform or acceptance must be explicitly documented (for example through a letter of invitation or a copy of the event program). Documentation must be included in or attached to the application (not simply a link).

Submit an expense report through Emburse Enterprise (formerly Chrome River). Please choose in the drop down the account number on your funded email to submit your Chrome River reimbursement. We will process your request for reimbursement once received.

Successful applicants are encouraged to share their learnings with colleagues at the department or faculty level, or more broadly, as appropriate.

Academic conferences, academic institutes, and professional courses, workshops or seminars that address scholarship of learning and teaching in higher education are eligible. Support for other activities related to the purpose of the fund will also be considered, pending a rationale demonstrating a direct impact on student learning.

Funding is for professional development activities occurring within 6 months before or 6 months after the application is received.

Only direct costs related to travel and attendance at the event are eligible.

• course or conference registration fees
• professional organization membership fees associated with attendance at the event
• travel (Note: travel to UVic is not eligible)
• accommodation at standard room rates
• meals while attending the event up to UVic per diem rates (excluding alcohol)
• material costs associated with the event (e.g., creating a conference poster)

• travel to UVic or within Greater Victoria
• tuition will not usually be covered (credit based courses are not eligible, however, non-credit based courses are considered)
• equipment purchasing (including technology)

1. Activity will have a direct positive impact on student learning at UVic. In their application the applicant must document how this is to be achieved (for example by establishing a direct connection between their teaching practice and the event to be attended).
2. Application clearly indicates how activity will contribute to the applicant’s professional development.
3. Application broadly fits into the concept of scholarship of teaching and learning or scholarly teaching in the discipline.
4. Application must be complete.
5. Invitations to present/perform or acceptance must be explicitly documented (for example through a letter of invitation or a copy of the event program). Documentation must be included in or attached to the application (not simply a link).

Submit an Expense Report through Emburse Enterprise (formerly Chrome River). Please choose in the drop down the account number on your funded email to submit your Chrome River reimbursement. We will process your request for reimbursement once received.