Professional Development Fund

NOTE: In light of the extenuating circumstances and the fact that we are doing our best at remaining operational, we are exceptionally accepting digital signatures/email approvals on Professional Development Fund claims.

For Digital Signatures, in Adobe, there is an option to upload the personal signature (by signing a blank sheet, scanning and uploading). This option is preferable, however digitally signed documents will be accepted. If you cannot provide a signed electronic expense report, we will require an email approval: For Email Approvals, PDF administrators will send the following email to the Claimant, who must indicate their approval in a reply email: CLAIMANT:I certify that all expenses submitted in the attached expense report # 00xxxxxx are accurately stated, legitimate, appropriate, reasonable, for University purposes, and are in accordance with University Policy. I certify that all expenses previously paid or payable in the future by the University or by any other party have been deducted. I agree to refund to the University any subsequent reimbursement from other organizations for the expenses submitted, or any amount disallowed further to a subsequent review or audit.

All completed and digitally signed PDF expense reports, receipts, and proof of payment must be submitted electronically to pdf [at] mcgill.ca. Please retain all original copies as they will need to be mailed to the PDF office once normal operational services have resumed.DO NOT DELIVER HARD COPY PDF EXPENSE REPORTS TO THE JAMES BUILDING. Please send your questions to: pdf [at] mcgill.ca.

 

The 2019-2020 Academic Salary Policy provided for continuance of the Professional Development Fund, to be used to reimburse expenses incurred by eligible academic staff for professional development.

Each eligible staff member is allowed up to $750 annually. Eligible staff who do not use the full $750 in a given fiscal year may carry forward all, or any unused amount derived over two consecutive years, for a cumulative maximum of $1500.

The Program is operated on the University’s Fiscal Year which is 01 May to 30 April.

The deadline to submit an expense report for the current fiscal year is 15 April.

Eligibility

Eligible staff members hold one of the following active appointments during the relevant reference period at one of the following ranks:

  • Tenure-track or tenured Assistant Professor, Associate Professor or Full Professors; or
  • Tenure-track or tenured Assistant Librarians, Associate Librarians or Full Librarians; or
  • Ranked Contract Academic Staff (CAS) Faculty Lecturer, Senior Faculty Lecturer, Assistant Professor, Associate Professor or Full Professor, if campus-based and full-time salaried

Staff appointed as Assistant Professor (Special Category) are ineligible for the Program.

Eligible Expenses

Professional development fund expenses must contribute to a staff member’s professional development. Examples of eligible expenses include:

  • Membership in scholarly societies
  • Membership in professional order or association, if required for the position held
  • Computer hardware and software in support of professional development or academic duties*
  • Registration for scholarly meetings, conferences, and seminars
  • Subscriptions to scholarly journals and purchases of scholarly books
  • Reimbursement of travel and/or accommodation for meetings, professional conferences or seminars
  • Supplement to the Academic Laptop Program*

* All University-related computer purchases must be made through the Institutional Sales unit of McGill University Bookstore (LE JAMES). This includes computers relating to research and administrative activities. Electronic equipment that is purchased in part or in full through the PDF Program is subject to the McGill University IT Asset Management Regulation and must be returned to the University upon the staff member’s departure. 

Balances

The balance of individual Professional Development Fund accounts for staff members in the Faculties of Agricultural and Environmental Sciences, Arts, Engineering, and Medicine are maintained by the Academic Personnel Office. The list of balances is updated quarterly. All others are managed locally.

PDF icon Professional Development Fund Balances - October 2020

Request for Reimbursement

The program is administered directly by the Faculties of Dentistry, Education, Law, Desautels Faculty of Management, Science, the Schulich School of Music, the School of Continuing Studies, and Library and Archives.

Please consult your Faculty contact for further instructions.

Faculty

Contact

Dentistry

suzana.rodriguez [at] mcgill.ca (Suzana Rodriguez) - Director, Administration and Finance

Education

pdf.education [at] mcgill.ca

Law

pina.ricco [at] mcgill.ca (Pina Ricco) - Financial Administrator

Desautels Faculty of Management

venesa.inoperio [at] mcgill.ca (Venesa Inoperio) - Financial Administrator

Schulich School of Music

henry.tin [at] mcgill.ca (Henry Tin) - Manager, Finance

School of Continuing Studies

nirvien.saeed [at] mcgill.ca (Nirvein Saeed)pdf.science [at] mcgill.ca ( )- Finance Officer

pdf.science [at] mcgill.ca (Science)

pdf.science [at] mcgill.ca

Library and Archives

francisco.oliva [at] mcgill.ca (Francisco Oliva )- Finance, Planning & Resources Manager

For the Faculties of Agricultural and Environmental Sciences, Arts, Engineering, and Medicine, the program is administered by the Office of the Provost and Vice-Principal (Academic). Please follow the instructions below to submit your expense for reimbursement.

  1. Log in to Minerva
  2. Go to the Employee or Finance (Fund) Administration Menu
  3. Select the Advances and Expense Reports Menu
  4. Select Submit an Expense Report
  5. Select Start an Expense Report to be finished by Someone Else
  6. Enter the McGill ID of the responsible person
  7. Enter the Destination and Start and Return dates
  8. In the Purpose field, select Professional Development Fund from the drop down menu
  9. Enter a detailed Description for the expense
  10. Leave the Default Fund Code field blank
  11. In the To be completed by Reviewer field, select Provost & Vice-Principal (Academic) from the drop down menu
  12. Click on Continue to proceed to the next screen
  13. Enter receipt information - enter each receipt individually
  14. Enter the Receipt date
  15. Select the Expense Item
  16. Enter a detailed Description of the receipt
  17. Enter the total amount of the receipt, including taxes
  18. If personal expenses are included on the receipt, enter the total amount of the personal expenses, including taxes, to be deducted from the receipt total
  19. Select the appropriate Currency and verify the currency exchange rate, modify if needed
  20. Select the Purchasing Location
  21. Verify the GST/HST and QST amounts, modify if needed
  22. Leave the Fund (FOAPAL) information fields blank
  23. To enter more receipts, click on Add New Item and repeat Steps 13 to 22
  24. Click on Save and View to verify the request
  25. Click on Forward to Reviewer
  26. Click on Print and forward hard copy to Reviewer
  27. Ensure the Claimant signs the request (no other signatures are required)
  28. Attach all original receipts and send the expense report to:

 

Professional Development Fund Administrator
Office of the Provost and Vice-Principal (Academic)
James Administration Building
845 Sherbrooke St. W., Room 633
Montreal, Quebec H3A 0G4

 

Do not send your Professional Development Fund expense reports to the Travel Desk.

Expense reports which do not conform to the Reimbursement of Travel and Other Expenses Policy will be returned to the Claimant for adjustment and completion.

Due to the volume of expense reports received by our office, please allow 4-6 weeks for processing.

Frequently Asked Questions

How do I receive the reimbursement?

A reimbursement is made only for out-of-pocket expenses paid by the staff member. As such, the amount reimbursed will be deposited directly into the staff member’s personal bank account (i.e., the account that is used by payroll). An email notification from the Financial Services will be sent once the direct deposit has been made.

Reimbursements cannot be transferred to grants, special funds, FOAPALS and/or procurement cards.

Are original receipts required?

All receipts must be originals. Photocopies are not accepted. If the purchase was made online, a printed receipt is acceptable if the following information is included:

  • Identification of the supplier
  • Supplier's GST and QST numbers, where applicable
  • Identification of the buyer
  • Full description of what was purchased
  • How much was paid, along with proof of payment indication (e.g., last four digits of the card used for payment)

May I request a travel advance?

​Reimbursement is made only for out-of-pocket expenses. Travel advances are not allowed, and cancellations will not be reimbursed.

When do I make my request?

All expense reports should be submitted no later than two months following a purchase or date of travel.

What if my total expenses are greater than my available PDF balance?

Submitted expense reports must be equal to, or less than, your available PDF balance to avoid delays in processing. To complete the expense report accurately, please follow the below steps:

  • Enter the full transaction amount in the "Transaction amt $" field
  • Deduct the amount exceeding your available balance in the "Deduct non-McGill expense including taxes" field
  • "Allowable Expense amt" should be equal to, or less than, your available PDF balance
What account code should I use?

The most relevant account codes for expenses reimbursed by the PDF are:

700006 Computer Equipment Purchases
700017 Publications - Books
700021 Membership dues
700024 Professional Development Costs
700512 Travel - General

Contact

Inquiries about the Professional Development Fund should be sent to pdf [at] mcgill.ca.

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