Professional Development Fund (PDF)

Professional Development Fund (PDF)

The Professional Development Fund (PDF) is a reimbursement fund available to members of all bargaining units of CUPE Local 3903 to support them in attending and presenting at conferences, and with other professional development expenses. The maximum total expenditure of the PDF is set by our current collective agreement.

Disbursement Schedule: This money will be distributed three times per contract year, in periods that correspond with academic terms and peak conference periods.

	Fall	Winter	Summer
Event date	1 Sep - 31 Dec	1 Jan - 31 May	1 Jun - 31 August
Application deadline	10 Jan	10 Jun	10 Sep
Adjudicated by	by end of Feb	by end of Aug	by end of Nov

Applications must be submitted AFTER the conference/event has taken place.

Priority: Priority will be given to applications for events that occur within the current adjudication session (e.g.: applications for conferences in October will be given priority in the Fall session [Jan. 10th deadline].) Applications for events that occurred outside of the current adjudication session will be treated as low priority (e.g.: applications for conference in October will treated as low priority in the Winter session [Jun. 10th deadline].)

Maximum Awards:

For Type A activities (conference presentations), one will receive no more than $1,200 in any academic year (beginning in 2024).*For Type A activities, please include proof of your attendance at the conference by including either a finalized conference program or a letter from the conference organizers confirming your presentation!*
For Type B, C, and D activities (conference attendance; courses, workshops, and/or programme funding; and other professional development expenses and mandatory membership fees), one will receive no more than $600 in any academic year (beginning in 2024).

Resubmission: It is possible for members to resubmit an application for an activity that received less than the maximum annual award in a previous adjudication session within the same contract year, but such applications will be treated as low priority and dependent on the financial state of the PDF at that time.

Exclusions: The PDF does not cover research costs or costs directly related to the completion of dissertations, etc. The PDF does not cover capital costs such as equipment, software, stationery, and books, nor does it cover food and drink costs. Expenses without adequate documentation (receipt, proof of purchase, etc.) will not be considered.

Email Transfer: CUPE 3903 uses Plooto to facilitate electronic fund transfers.

Contact Email: pdf3903@gmail.com

Member Information
Name as Appears on Membership List (i.e., what York calls you)*

Given Name(s)Family Name(s)
Name as Appears on Banking Information (if different from above)

First NameLast Name
Preferred Name (if different from above)
York Employee Number*
This number begins with 100, 101, or 102
Non-York Email*
You will not be able to submit this form if you use a York email address
It looks like you've entered a York email address. Please enter a non-York email address to submit this form.
Phone Number*
Bargaining Unit*

Unit 1 (Teaching Assistants; Full-time graduate students)Unit 2 (Contract Faculty; Part-time graduate students)Unit 3 (Graduate Assistants)Unit 4 (Part-time Librarians and Archivists)Unit 5 (Canadian Observatory for Homelessness employees)
Hiring Unit (department, program, school)*
Department your work contract is through
End date of most recent CUPE 3903 contract*

MonthDayYear
Ex. For a full year contract spanning the Fall/Winter 2018-19 academic terms, select 04-30-2019.
Funding period of events/activities*

Fall: Sept 1 - Dec 31Winter: Jan 1 - May 31Summer: Jun 1 - Aug 31
Please review the following key points before submitting:
- The maximum fundable in an academic year for type A activities (conference presentations) is $1,200. For all other types of activities, the maximum is $600. Please do not submit additional expenses once the total of the expenses in your application reaches or exceeds the relevant limit.
- The fund is reimbursement only. You must apply after the activity has occurred.
- The fund does not cover expenses like food, tuition or capital costs (e.g. software, equipment, books). Please do not submit these expenses.
- The fund does not cover research costs or costs directly related to the completion of dissertations, etc. Please do not submit these expenses. You should consider submitting this type of expense to the appropriate university funds for your unit, e.g. Academic Excellence Fund, Research Costs Fund.
- Receipts should clearly show the amount being claimed. If the amount being claimed does not match the receipt, please add an explanation.
- Receipts should be either PDFs of original electronic receipts or clear scans of physical receipts.
- Receipts for accommodation etc that show more than one guest must be accompanied by an explanation of how that expense is being shared. We cannot fund in full accommodation that appears to be shared except in exceptional circumstances.
- Receipts for accommodation should correspond to the dates of the conference or event being attended. Where they do not, an explanation should be provided alongside clarification on the proportion of the receipt being claimed.
- Receipts are required for all expenses, without exception.
- If you have any questions regarding your application in light of the above, you can contact the PDF coordinator: pdf3903@gmail.com
I have read the above key points and will submit my application in line with them. Applications not in line with them will be delayed in their adjudication and possibly denied.*

Yes, I have read and understood the key points
How many total events/activities are you requesting reimbursement for?*
Please only include activities that occur in the same funding period within a single application

Activity/Event #1
Please submit each expense related to this activity below. If there is more than one expense being claimed under the activity, please separate them by type, e.g. conference registration cost and airfare as separate entries.

However, please group together similar expenses as one form entry rather than as multiple. For example, if you are seeking reimbursement for 2 taxi trips, group the receipts together in one PDF document and submit as a single expense.

If the activity is a conference or similar event, please upload proof of resgistration and/or presentation below.
Name of activity*
Type of Activity*

Type A: Conference PresentationType B: Conference AttendanceType C: Workshop, Course, ProgramType D: Other Professional Development Expenses
Date*

MonthDayYear
Date
Note: as the fund is reimbursement only, it is not possible to select a date in the future. If your activity has not yet occurred, please apply again after the activity has occurred.
Institution/Location*
Finalized* conference program or letter confirming presentation if claiming Type A: Conference Presentation (*NOT a conference invite or letter of acceptance but an actual program or certificate/letter confirming your presentation took place)

If the document is particularly long, you can save us a lot of time by noting what page number of the program you appear on in the rationale section below.
Cancelof
How many different types of expenses will you be submitting for this activity/event?*
Rationale*
A detailed description of the expense incurred and how it will assist your professional development.

Expense #1
Type of Expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #2
Type of Expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #3
Type of Expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #4
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #5
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Total Expense (Paid)
Total expenses claimed for this activity
Total funding received from other sources (only if covering part of expenses listed)*
Total requested from Professional Development Fund for activity #1

Activity/Event #2
Please submit each expense related to this activity below. If there is more than one expense being claimed under the activity, please separate them by type, e.g. conference registration cost and airfare as separate entries.

However, please group together similar expenses as one form entry rather than as multiple. For example, if you are seeking reimbursement for 2 taxi trips, group the receipts together in one PDF document and submit as a single expense.

If the activity is a conference or similar event, please upload proof of resgistration and/or presentation below.
Name of activity*
Type of Activity

Type A: Conference PresentationType B: Conference AttendanceType C: Workshop, Course, ProgramType D: Other Professional Development Expenses
Date*

MonthDayYear
Date
Institution/Location*
Finalized* conference program or letter confirming presentation if claiming 'Conference Presentation' (*NOT a conference invite or letter of acceptance but an actual program or certificate/letter confirming your presentation took place)

If the document is particularly long, you can save us a lot of time by noting what page number of the program you appear on in the rationale section below.
Cancelof
How many different types of expense will you be submitting for this activity/event?*
Rationale*
A detailed description of the expense incurred and how it will assist your professional development.

Expense #1
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #2
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #3
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #4
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #5
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD) *
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Total Expense (Paid)
Total expenses claimed for this activity
Total funding received from other sources (only if covering part of expenses listed)*
Total requested from Professional Development Fund for activity #2

Activity/Event #3
Please submit each expense related to this activity below. If there is more than one expense being claimed under the activity, please separate them by type, e.g. conference registration cost and airfare as separate entries.

However, please group together similar expenses as one form entry rather than as multiple. For example, if you are seeking reimbursement for 2 taxi trips, group the receipts together in one PDF document and submit as a single expense.

If the activity is a conference or similar event, please upload proof of resgistration and/or presentation below.
Name of activity*
Type of Activity

Type A: Conference PresentationType B: Conference AttendanceType C: Workshop, Course, ProgramType D: Other Professional Development Expenses
Date*

MonthDayYear
Date
Institution/Location*
Finalized* conference program or letter confirming presentation if claiming 'Conference Presentation' (*NOT a conference invite or letter of acceptance but an actual program or certificate/letter confirming your presentation took place)

If the document is particularly long, you can save us a lot of time by noting what page number of the program you appear on in the rationale section below.
Cancelof
How many different types of expense will you be submitting for this activity/event?*
Rationale*
A detailed description of the expense incurred and how it will assist your professional development.

Expense #1
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #2
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #3
Type of Expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #4
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #5
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD) *
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Total Expense (Paid)
Total of expenses claimed for this activity
Total funding received from other sources (only if covering part of expenses listed)*
Total requested from Professional Development Fund for activity #3

Activity/Event #4
Please submit each expense related to this activity below. If there is more than one expense being claimed under the activity, please separate them by type, e.g. conference registration cost and airfare as separate entries.

However, please group together similar expenses as one form entry rather than as multiple. For example, if you are seeking reimbursement for 2 taxi trips, group the receipts together in one PDF document and submit as a single expense.

If the activity is a conference or similar event, please upload proof of resgistration and/or presentation below.
Name of activity*
Type of Activity

Type A: Conference PresentationType B: Conference AttendanceType C: Workshop, Course, ProgramType D: Other Professional Development Expenses
Date*

MonthDayYear
Date
Institution/location*
Finalized* conference program or letter confirming presentation if claiming 'Conference Presentation' (*NOT a conference invite or letter of acceptance but an actual program or certificate/letter confirming your presentation took place)

If the document is particularly long, you can save us a lot of time by noting what page number of the program you appear on in the rationale section below.
Cancelof
How many different types of expense will you be submitting for this activity/event?*
Rationale*
A detailed description of the expense incurred and how it will assist your professional development.

Expense #1
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #2
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #3
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #4
Type of expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD)*
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Expense #5
Total cost to be claimed for this expense*
Description of expense. If amount being claimed differs from amount on receipts, please explain why (e.g. accommodation cost split between room occupants).*
Total cost to be claimed for this expense ($ CAD) *
Receipt/proof of payment upload (PDF preferred)*

Please redact any confidential information before submitting (e.g. credit card numbers)
Cancelof

Total Expense (Paid)
Total of expenses claimed for this activity
Total funding received from other sources (only if covering part of expenses listed)*
Total requested from Professional Development Fund for activity #4

Summary and Submission
Total Amount Requested from PDF
Reminder: Funding for Type A activities (conference presentations) is capped at $1,200 in an academic year (inclusive of any funding received for other activity types). Funding for all other types is capped at $600. Requests above these limits will be reduced to the cap amount if approved.

If your application reaches or exceeds the cap while applying, please do not add addtional expenses beyond this. They will not be considered and adding them unnecessarily increases the adjudication committee's workload.
Certification

I certify that all information presented herein is accurate to the best of my knowledge.
Signature*

Clear
Date and Time of Submission (Read Only)

MonthDayYear
Date
Hour Minutes
Should be Empty:

Professional Development Fund (PDF)

Member Information

Activity/Event #1

Activity/Event #2

Activity/Event #3

Activity/Event #4

Summary and Submission