Countdown to
PD Round 2 Deadline
Sept. 4, 2018

Download the digital application

Download the digital application

Useful contacts:

ext .8603

VP Specials Projects:

ext .4495

The Professional Development fund, provided by the university, is an opportunity for CUPEU members to improve their professional skills particularly as they enhance their work for the University. If you’re thinking of applying for it, here is some information you need to know:

1. A Note to Members

2. Eligibility

3. Ineligibility

4. Funding Approval

5. Application Process

6. Payment Options

7. Travel Policy

8. Expenses and Reimbursement Process

Check out Article 10 of the Collective Agreement (page 10 in the English version, page 17 in the French version). FYI Article 10.12: the updated maximum amount for a request is $4,100.

1. A Note to Members

The Professional Development processing structure is based on considerable feedback from the membership and careful deliberation on how to best serve it as a whole. The maximum amount for members to request is a significant amount of money at $4,100, so it is within reason that every requirement of the current process is observed.

If an application is deemed incomplete by the Professional Development Committee or an expense report is deemed insufficiently documented and subsequently rejected by the university’s accounting department, CUPEU will not tolerate rude behaviour from affected members.

To minimize frustration, it is highly recommended that you start planning, if not preparing, months in advance so if you have questions or concerns, you can get in touch with CUPEU to help you prepare your application properly and in a timely manner.

If you won’t need to use the approved PD funds, let CUPEU know asap.

Try looking for the best cost-effective means for travel and accommodation arrangements, it would be nice to dispense funds to as many CUPEU members possible.

2. Eligibility

To be eligible for Professional Development funding, you must:

1. be a full-time permanent employee who has completed the probation period OR be in a contract for three consecutive years in the same job.

2. be a CUPEU member in good standing. To be in good standing, you would have attended a CUPEU Welcome Meeting and signed the CUPEU membership application form.
• To set up a meeting, call the CUPEU office at ext. 8603 or email
• You’ll need to bring $2 to this meeting for the one-time application fee required by the Quebec Labour Code.

3. not have been awarded CUPEU Professional Development funds in the current fiscal year (May 1, 20XY  to April 31, 20XZ).

3. Ineligibility

Members NOT eligible to apply for CUPEU Professional Development:

• are on contract for less than three years in the same job
• are on time-sheets
• are on leave (sick, maternity/paternal)
• have not completed their probation period
• have not attended the CUPEU Welcome Meeting to confirm their standing in the union.
• have paid for their proposed Professional Development activity prior to applying

No funds shall be allocated for the purchase of equipment (e.g. computers, cameras, photocopiers, etc.).

4. Funding approval

Priority for approval goes to requests relating to your current job and where you stand in this order:
• first-time applicants
• applicants who’ve not applied in the last three years
• applicants who’ve not applied in the last two years
• everyone else

Approvals are based on these considerations and the availability of funds. The Professional Development Committee’s decisions are final.

5. Application Process

1. Members can apply digitally using this form.

Use “PD (Round #: deadline MM/DD/YY): Your name” as the subject line when you email your application form (YourName-PD-application.pdf) with all supporting documents (converted to PDF) to:

• Include all pertinent supporting documents for the specific activity (provide these documents as ONE combined PDF titled: YourName-PD-supporting-documents.pdf):

2. Fill all required fields. Avoid being disqualified for incomplete information by ensuring that you:

• disclose previous PD funds you’ve been awarded and when (month, year)
provide sufficient travel information and budget amounts (e.g. cost of books)
provide the exchange rate used
verify that you are not claiming meals covered by event organizers. Applications are considered incomplete without this verifcation.
• provide a scanned PDF of the signed Supervisor’s Approval of Absence Form if time off work is required

For conferences
• Itinerary / program of events
• Registration fee
• Approximate travel fare (ie. flight, train, bus)
• Car mileage
• Hotel accommodation fee
• Meals

Try looking for the best cost-effective means for travel and accommodation arrangements, it would be nice to dispense funds to as many CUPEU members possible.

For courses and workshops
• Program and course / workshop description
• Cost

For membership and association dues
• Description of organization/association
• Cost

For books, magazines and software
• Description
• Cost

• Each application will have different requirements based on the type of activity or supplies requested. At a minimum, all applications must include the following:

• Application Form
• Description of request
• Form(s) specific to the activity(ies)
• Total Budget form

3. The deadline to submit properly completed applications for each round is 4:00 p.m. This is a firm deadline and there are no exceptions. You will receive an email confirming that we received your application. The application deadline dates for the upcoming rounds of this fiscal year are:

• Round 1: June 5, 2018 (Tuesday)
• Round 2: Sept. 4, 2018 (Tuesday)
• Round 3: Dec. 4, 2018 (Tuesday)
• Round 4: March 5, 2019 (Tuesday)

Total funding for each round is limited to one-fourth of the fund’s value on June 1 of the current budget year.

4. The Professional Development Committee meets two weeks after the application deadline to review applications. Successful applicants will be notified by email from the VP of Special Projects soon thereafter.

• Applications for events, workshops or learning/ development activities that take place within this 2-week window will not be considered.

• Plan ahead. If your conference is scheduled for Sept 24-26, 2018, apply in the June 2018 round. If you are not sure when to apply, get in touch with the union.

5. Members must wait to receive approval from the Professional Development Committee before proceeding to spend funds. If a member spends funds prior to the date of the Professional Development Committee’s approval, these specific funds will not be refunded whether the application is approved or not.

6. Payment Options

The University does not advance cash anymore except in the following ways:

Corporate Card: If you hold or you have access to a Department Corporate card, you may use this to charge all your Professional Development expenses.

Pre-payment of Invoices*: You may request an invoice made out to Concordia University and referencing your Name from the providers of service e.g. Hotel, Conference Registration

University Travel Agents: For advance booking of flights use a Concordia University’s affiliated travel agencies by completing a Travel Voucher form* and include supporting documents for immediate reimbursement.

*This should be sent directly to or VP Special Projects.

•  It is the member’s responsibility to keep a copies of their Travel Voucher and supporting documents.

•  Once the completed form and supporting documents are received, the submission is forwarded to Human Resources for approval and Accounts Payable for processing, this usually takes 24 to 48 hours.

7. Travel policy

You need to read the following documents from the university:

• Travel and Conference Handbook (as per CFO-3)

• Travel and Conference Per Diem

• Reimbursement checklist (Expense Reports for reimbursement can only be submitted after the approved activities occurred within 30 days.)

• Travel Voucher form and include supporting documents for immediate reimbursement. This should be sent directly to, not the accounts payable address provided in the form.

8. Expenses and reimbursement process

Once the committee informs you which activities and amounts were approved, you can begin to pay for those activities (expenses paid for before approval cannot be claimed). Make sure to keep all receipts. You will be responsible for any expenses that exceed the approved amounts.

Expense reports must be submitted within 30 days from the approved activity’s date.

a. Fill out Concordia University Expense Report Form (available from your department, the CUPEU office or online). Refer to this example of an Expense Claim form and these frequently used account codesExpense Reports should be sent to the VP of Special Projects (internal mailing address: LOY-PC-2413).

b. Print (Online version) Expense Report: Attach all original supporting documentation e.g. invoices or receipts or boarding passes. Keep scanned copies in case the originals are lost in transit.

c. Send Expense Report to VP Special Projects (internal mailing address: LOY-PC-2413).

d. Processing time is about three (3) to four (4) weeks: (VP Special Projects approves > Sends EX Report to HR > Approves and send to Financial Services > FS Validates and processes the payment).

e. In addition to the expense report, you must send a one-page word/pdf report (summary of how the PD activities enriched you professionally) no later than 60 days following your PD activity. Failure to do so jeopardizes the status of your next request for Professional Development funds.

Important Notes

• Incomplete or incorrectly filled claim forms will be returned to you. There will be no cross-subsidization of expenses in different categories (i.e. over-budgeted airfare cannot be subsidized by under-budgeted accommodations when making the expense claim), you will be reimbursed for amounts less than or equal to the value of each item listed in your application’s budget. For example:

Click to enlarge

Paste small-sized receipts (e.g. meal bills, taxi receipts, gas receipts) on a sheet of paper by category

• Please do not throw away your boarding passes

For foreign currency transactions please provide Credit Card statement highlighting the items to be reimbursed or download day exchange rates from Bank of Canada if cash was used.

• If you used a travel voucher:The amount awarded for travel (indicated on your travel voucher form) should be included under the Description (Type of Expenditure) section of the Expense Report Reimbursement Form. You must also list this amount on “Less Prepaid Air/Train Fare” line.  Don’t forget to include the supporting documentation (e.g. detailed original receipts, credit card statement) and copy of the travel voucher form in your submission.

It is the member’s responsibility to submit a complete and properly filled expense report with supporting documents; failure of which, the reimbursement process might take more time. If your expense report is validated; Financial Services will deposit the claimed expenses into your bank account (a notification is sent to your email).

• Please note that you cannot be reimbursed for more than the approved funds or for any items not requested on your application form.