Job Aid – Payment for UVMSU Professional Development Fund Awardees

Target: Departmental Administrators making purchases and/or travel arrangements for UVMSU bargaining unit employees who have been awarded Professional Development Funds (PDF) in accordance with Article 38 in the UVMSU collective bargaining agreement.

Summary: When UVMSU members are notified they have been approved for UVMSU professional development funds, they receive a letter stating the details of the award. The awardee should follow departmental/unit chartstring and internal processes to sign up for events, conferences, and classes, or to make travel arrangements. After completion of the Professional Development event, funds will be returned to the department/unit via a budget transfer done centrally.

Process: The departmental administrator will pay for professional development activities including travel by using their PurCard and/or departmental chartstring according to existing internal departmental expense processing procedures.

If the awardee is traveling, the departmental administrator will assist the employee in:

  • Applying for cash advances (if needed)

  • Booking flight, lodging, and registration/conference fees

  • Submitting Travel and Expense reimbursements via departmental procedures if the awardee has paid for any expenses out of pocket.

    It is the duty of both the awardee and departmental administrator to ensure that the Travel Arrangements and Travel & Expense Reimbursement policies are followed by the awardee.

When all charges related to the employee’s professional development have appeared on the departmental chartstring account, the administrator will fill out the Departmental Reimbursement Spreadsheet. This includes entering the employee’s first and last name, department, total amount of charges paid by the department, and the departmental chartstring used for the awardee’s professional development charges that are covered under the UVMSU PDF award. (Please do not include any monies on this spreadsheet that are being provided by the department.)

Once completed, the administrator will email the Excel spreadsheet to profdevfund@uvmstaffunited.org.

The UVMSU committee will review the charges against the award amount and will submit the Departmental Reimbursement Spreadsheet to General Accounting who will process an actuals journal to reimburse the department from the UVMSU Professional Development Fund. Until we receive your email, General Accounting cannot proceed with reimbursement.