Professional Development Allotment for Clinical Coordinators and Adjunct Professors Procedure

AC-CLI-PRO-007
Professional Development Allotment for Clinical Coordinators and Adjunct Professors Procedure
Approval DateMarch 23, 2016
Effective DateApril 1, 2016

Purpose

The purpose of this procedure is to ensure that Michener staff and Clinical Coordinators and Clinical Adjunct Professors follow the correct process for submitting an expense claim for reimbursement for professional development activities.

Procedure

Claims must be submitted to The Office for Clinical Education within 60 days of the expense being incurred (e.g. conference dates, course/workshop end date, book purchase, etc.). Although the annual PD allotment is available until March 31, it is strongly recommended that claims are submitted well in advance of the March 31 deadline in case additional documentation is necessary. Failure to submit claims by the March 31st deadline will result in the loss of any remaining balance in that year’s PD allotment. Once approved, reimbursement cheques will be issued within 45 days from Michener’s Finance Department to the claimant.

All claims must be submitted to the Office for Clinical Education by the claimant on the Expense Claim Form. Supporting documents must be included when submitting PD claims. The claimant should also keep complete copies of claims submitted.

Michener reserves the right to disqualify or return claims if detailed documentation is not submitted.

The Administrative Assistant in the Office for Clinical Education will review the claim for accuracy, double-check totals, review and resolve any questionable expenses with the claimant. The Manager, Clinical Education Relations, will approve the claim and forward it along to the Finance Department for processing.

Supportive documentation must be included for specific claims as detailed below:

Tuition fees for courses/workshops or professional conferences

 Proof of registration

Official receipt (copy or online) in the claimant’s name from the educational institution, organization or professional society hosting the event

AND

Proof of completion

Copy of a Certificate of Attendance, transcript or name tag in the claimant’s name from the educational institution, organization or professional society hosting the event


Travel, accommodation and meal expenses to attend courses/workshops or professional conferences

Note: Travel expenses to attend courses/workshops or conferences must have prior approval by the Manager, Clinical Education Relations. The claimant must complete a Travel Approval Form and submit it to the Manager, Clinical Education Relations. The maximum daily meal allowance is $50. The purchase of alcoholic beverages is not a permitted expense. Please see Expense Policy located on michener.ca

Proof of completion

  • e.g. Copy of a Certificate of Attendance, transcript or name tag in the claimant’s name from the educational institution, organization or professional society hosting the event

For public transit:

  • Paid receipt in claimant’s name and boarding passes for air or train travel

For driving in personal vehicle:

  • Google maps with print out of mileage to and from site of event

For accommodation expenses:

  • Paid receipt in the claimant’s name coincident (one day prior to and one day after the event) with the dates of the course/workshop or conference.

For meal expenses:

  • Detailed receipts as per the Expense Policy. Note that if meals are charged to a room, detailed receipts indicating such must be included in the claim


Purchase of reference textbooks

 If books are purchased in person at a bookstore

  • Proof of purchase – original detailed receipt, listing the books by title and their cost

If books are purchased online

  • Proof of purchase – paid receipt in the claimant’s name

AND

  • Proof of delivery
    • a packing slip clearly stating the title(s) of the book(s)

OR

  • a clear statement from the vendor indicating the date that the books were delivered to the claimant’s address. Estimated date of delivery is not acceptable.

Note: Books must have been received by the claimant prior to submitting the claim


Subscriptions to professional journals

Receipt (copy or online ) in the claimant’s name indicating the start and end of the subscription. Note: the majority of the subscription period must fall within the fiscal year (April 1 – March 31) in which the claim is made.


Purchase of educational computer programs in support of approved educational activity

 If the program is purchased in person at a bookstore

  • Proof of purchase – original detailed receipt, listing the program by title and the cost

If program is purchased online

  • Proof of purchase – paid receipt in the claimant’s name

AND

  • Proof of delivery
    • a packing slip clearly stating the name of the program

OR

  • a clear statement from the vendor indicating the date that the program was delivered to the claimant’s address. Estimated date of delivery is not acceptable.


Purchase of electronic reference software (e.g. e-textbooks)


If software is purchased online

  • Proof of purchase – paid receipt in the claimant’s name or bank statement

AND

  • Proof of delivery (download)
    • E-mail confirmation from the vendor


Purchase of electronic tablets (e.g. iPads) to store and access electronic reference software (e.g. e-textbooks)

 If the device is purchased in person at a store

  • Proof of purchase – original detailed receipt

If device is purchased online

  • Proof of purchase – paid receipt in the claimant’s name

AND

  • Proof of delivery
    • a packing slip clearly stating the name of the device

OR

  • a clear statement from the vendor indicating the date that the device was delivered to the claimant’s address. Estimated date of delivery is not acceptable.


Annual membership dues for professional societies

Note: The membership must not be a requirement to work in the claimant’s  jurisdiction.

  • Proof that such membership provides documented professional development
  • ORIGINAL (not a copy) receipt in the claimant’s name mailed or delivered along with the Expense Claim Form.


Transferring of PD Allotments

Clinical Coordinators may transfer some or all of their annual allotment to a colleague provided that a written request (e-mail is acceptable) is forwarded to the Manager, Clinical Education Relations prior to any claim being submitted indicating:

  • the person to whom the allotment is being transferred

AND

  • the amount to be transferred

Note: The person to whom the allotment is being transferred, must have a current status appointment with Michener. All such requests will be considered on an individual basis.

Standards

All claims must adhere to the Broader Public Sector (BPS) Guidelines. Michener will reimburse the status appointed Clinical Coordinator/clinical Adjunct Professor for any reasonable expenses for professional development up to the annual (April 1 to March 31) allotment, based on the placement of student(s) at that site during that academic year. There is no carryover of the PD allotment from one academic year to the next.

Consequence

Failure to submit all required supporting documentation as per the stated deadline and procedure will result in a delay in processing the claim or loss of PD allotment for that year.

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
July 14, 2014 Don Bartlett Add purchase of electronic tablets and e-textbooks Add the 60 day submission requirement
March 23, 2016 Don Bartlett Minor editing for improved clarity