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Professional Development Fund

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Important Notice: PDF expense reports must be submitted in Minerva by Wednesday, December 3, 2025, at 5:00 p.m. After this time, the Submit an Expense Report menus will be deactivated in preparation for the transition to Workday Expenses.

All completed and digitally signed PDF expense reports, receipts, and proof of payment must be submitted electronically to pdf [at] mcgill.ca.听听Do Not Deliver Hard Copy PDF Expense Reports To The James Building.听听Please send your questions to: pdf [at] mcgill.ca.

This year's 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.听The $750 allocation is prorated in the first year of hire according to the start-date within the University Fiscal Year.

The Program is operated on the University鈥檚 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.

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 regularly. All others are managed locally. Note that the balances do not include any pending expense reports submitted to our office.

To access individual PDF balances, please Click here to sign in with your 91黑料网 Username and Password.听

Eligible Expenses

Professional development fund expenses must contribute to a staff member鈥檚 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 related to publication fees, notably related to open access (e.g., article processing charges APCs, etc.)
  • Reimbursement of travel and/or accommodation for meetings, professional conferences or seminars
  • Supplement to the Academic Laptop Program*

Exclusions

The Professional Development Fund does not support the purchase of:

  • Printers/scanners
  • Office supplies (including printer ink)
  • Office furniture
  • Networking devices (including, but not limited to, ethernet switches and cables, wireless adaptors, routers, modems, range extenders, and powerline adaptors)听

*Eligible faculty members will need to buy their computer equipment听in the 91黑料网 MarketPlace (MMP). Computer accessories (ie. keyboard, mouse, webcam) may be purchased from other retail locations.听 If an eligible faculty听member's PDF balance is not sufficient to cover the cost, they will need to use another fund (credit cards cannot be used). As usual, the PDF does not accommodate financial transfers between funds. If an eligible faculty member听wishes to place an order in MMP, they should contact pdf [at] mcgill.ca, or their respective Faculty contact (see below), to obtain the FOAPAL. Electronic equipment that is purchased in part or in full through the PDF Program is subject to the 91黑料网 IT Asset Management Regulation and must be returned to the University upon the staff member鈥檚 departure.听

Request for Reimbursement

The program is administered directly by the Faculties and Library & Archives.听Please consult your Faculty contact for further instructions.

Faculty

 Contact

Dental Medicine and Oral Health Sciences

finofficer.dentistry [at] mcgill.ca (Anna Cho) - Finance Officer

Education

pdf.education [at] mcgill.ca (Kathy Woo) - Finance Officer

Law

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

Desautels Faculty of Management

pdf.mgmt [at] mcgill.ca (Catherine Essar) - Associate Director, Finance

Schulich School of Music

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

School of Continuing Studies

ruth.perez [at] mcgill.ca (Ruth Perez) - Financial Officer

Science

Julie.Theriault3 [at] mcgill.ca (Julie Theriault) - Sr. Financial Officer

Libraries

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

Frequently Asked Questions

听

How do I receive the reimbursement?

A reimbursement is made only for out-of-pocket expenses paid by the eligible staff member. As such, the amount reimbursed will be deposited directly into the staff member鈥檚 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?

鈥婻eimbursement 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 30 days following date of travel or no later than 90 days following the date of purchase for non-travel expenses.
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-91黑料网 expense including taxes" field
  • "Allowable Expense amt" should be equal to, or less than, your available PDF balance.听Another available fund may be added to the same report to cover the entire transaction amount. The PDF Team will work with the FST Managers of any other funds to process the full transaction.
What account code should I use?

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

Code Description
780006* Computer Equipment Purchases (*code 78xxxx is used for internal purchases); in rare cases where a purchase from an external vendor is approved, use code 700006.
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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