Professional Employees Association (PEA) professional development

Professional development includes activities that enhance a staff member’s work performance, ability or effectiveness. The university provides funding to eligible staff through two means:

1. Personal Professional Development Expense Account (PDEA) 

  • assist eligible PEA staff in meeting their professional development needs.
  • each staff member receives annually $250 to their personal PDEA account. Access to the account is through "Online tools" on the UVic Website.
  • as an outcome of PEA collective bargaining in 2023, each eligible PEA employee will be provided a one-time additional contribution of $465. Employees can access the funds now for receipts dated on or after July 1, 2022 and may carry a negative balance to a maximum of $465.00 until July 1, 2023.
  • technology-related expenses are eligible for purchase through the PDEA account as long as pre-approval from University Systems, Technology Solution Centre has been granted prior purchase.

The Expense Guidelines for the PDEA is a useful document to review. 

For more information and FAQ's about the PDEA, please visit the Financial Services professional development website.

And;

2. Central Professional Development Fund (Central Fund) 

  • assist PEA members with funding professional development opportunities that exceed their PDEA and departmental budgets 
  • applications are required in order to receive funds with 3 deadlines throughout the year: January 31st, May 31st or September 30th

Please see HR6420 Policy for more details.

Applying for the Central Professional Development Fund

Before Applying

Are you eligible to apply for Central Funds? This is open to any regular, continuing PEA members at the University of Victoria, as well as term-employees who have completed 3 consecutive years of service. Employees must pass probation before applying.

Should you apply for Central Funds? Before submitting an application for Central Funds, check if one of the following applies to you. If YES, continue with the application. If NOT, connect with your supervisor, and explore your PDEA account first.

  • Current personal account (PDEA) is depleted and/or you require additional funding to pursue a professional development opportunity.
  • Some or all of your PDEA is being held for a legitimate purpose according to the HR6420 Policy, section 2.00 ‘Eligible expenses’ for PDEA, and has been approved by your supervisor.

*Please see the note above in (1) for information related to a one-time additional contribution as part of PEA collective bargaining in 2023.

What is considered an ‘eligible expense’ for Central Funds? Expenses eligible for reimbursement are:

  • Travel (including accommodation), tuition, course or registration fees and other expenses for
  • conferences, workshops of professional organizations and other similar activities;
    Up to one (1) membership fee in a learned society or professional organization; and
  • Expenses (e.g., books, journals, materials, reprints, interlibrary loan charges) directly associated with professional responsibilities.

Note: as non-taxable benefits, items reimbursed from the Central Fund will remain the property of the University.

How much can you apply for? The minimum application amount is $250, with the maximum for pro-d activities undertaken at UVic being $2,000, and $1,500 for pro-d activities undertaken at external institutions. In exceptional circumstances, eligible expenses up to $3,000 may be approved for pro-d activities at UVic.

Have you received funding in the last 12 months? Priority will be given to staff members who have not received funding from the Central Fund during the preceding 12 months.

Completing an Application Package

A complete application package will contain the following:

  1. Completed application form. New form in development! Watch for launch by April 1, 2024.
  2. A printed copy of your personal Professional Development Expense Account (PDEA). Access your account via Online tools > Employee Services > Job Information > Professional development account. Print using the link on the top right corner.
  3. Supporting documents about the professional development event. This may include conference brochures, budget listings, event programs, and tuition fee printouts including reading lists. 

Submit a complete application package either via email to , or as a hardcopy in-person/or through intercampus mail to Human Resources before the deadline.

After Applying

How do you know the status of your application? 2-3 weeks after a submission deadline you will receive an email notification. If your application is approved, the message will include an approval letter with the tentative award and an explanation for the reimbursement process.

How can you claim your approved professional development expenses? To apply for reimbursement, create a package with the following documents:

  1. Copy of the approval letter
  2. All original receipts associated with the professional development opportunity

We encourage you to process your claim through ChromeRiver. It is the most efficient way to both process and receive claims. You will find detailed instructions on your reimbursement on your approval letter. It is strongly recommended you create a copy of the reimbursement package for your own records.

You may instead prefer to make use of one or both of the Business Expense Reimbursement Form and Travel Expense Reimbursement Form. Submit your reimbursement package, with pictures of your receipts and any other supporting documentation, directly to Accounting Services at: accountspayable@uvic.ca. 

Please consider visiting the Financial Services Professional Development website for further information, FAQ's and best practice on how access, use and request reimbursement from the PEA Central Fund. 

Relevant Links