HRDF User Manual - Human Resource Services
Contents
1. 750 per fiscal year Casual 1 Excluded Employees Not applicable Not applicable Not eligible for borrowing funds from future years If you move from one employee type to another e g through promotion your maximum entitlement for that fiscal year is the maximum entitlement for your new position Entitlements are not pro rated but any HRDF funds used prior to promotion will count towards your yearly maximum For more information about eligibility please refer to the Operating Agreement Part A Article 25 Trust Agreement Part B Article 15 English as Second Language ESL staff should refer to ESL HRDF User Guide 1 Page Agreement Part C Article 19 to determine if they are eligible Support staff members in positions excluded from the bargaining unit are not eligible for HRDF HRDF User Guide 2 Page 2 HRDF Guidelines 2 1 How to Apply for Funding To apply for HRDF funding you need to complete the application form within the E HRDF system https hrnet hrs ualberta ca hrdf If you need additional information please email HRDF ualberta ca or phone 780 492 4350 the HRDF office A separate application must be completed for each course workshop seminar or conference prior to the start of the event Your application should include all the costs for the event including anticipated travel accommodation costs see Section 2 7 for further detail Once your application is submitted it will be reviewed for t2. HRDF Manual HRS FINANCE amp PERSONNEL HRS ORGANIZATIONAL LEARNING AND EFFECTIVENESS Updated November 30 2012 Contents DOV EV WY m 1 UR disini C 1 1 2 WTO US EQNS E rd ieee rd atest ed duane duce ceded Pectin 1 2 HRDF GUIDELINES ere ane wee reer ey IMEEM INIM II DM LM AS 3 2 ROW TOUADDIV TOF FUNN O acupokez lied koud utu pex aU catal a di i irata bile d uut di 3 2 2 When tO AppIy for F BTIGIEIQ oco osmotic mue ut os Degree pea ERU veran rode ete dh ERU as EU 4 2 3 Courses that Will Be Futided u eic rue buena sre a boe ceo enca av hades a ee 4 2 4 Courses that Will Not Be Funded eeeessssssssseeseeeeeneeeennen nnne nnne nnns 5 2 5 BOFFOWIPO dcs tetas el en ee cn et em Oups Dev buit utc va COM un olus bus ife 5 2 helliDUlSe fie lis aser dos io ieusvatut diva a eu adag cene det tna PaPcu vede cuero aM iN Une 6 ZEE Ee iip cT 7 2 0 Cancellation OV COUS Sni a aa a oat Co Meda 7 3 USING THE B FIR DE SYSTEM ada cha a cee a tat aco acta o tuu n oot etu oue 8 3 1 Summary of Application Procedure cccceecccccccsseeeeeeceeeeeceeeeeeeseeeeeeseaeeeeeessaaseeeessaaaeeeess 8 S2 E RDE Instructions Tor ADDIICSTIES ou au Do vers ia Esa LU resa vae av nina ve DIU c ved RO e LU Dad 8 3 3 E HRDF for Approvers esses nnne nennen nennen nnne nnn nnne n nnn nnns 15 SA ESPIBDETSID e odi eer diee utn x odis tuve udis eco
3. Borrow Form Status The HRDF allotment for borrowing of funds for a specific program of study for the fiscal year 2012 2013 has now been fully utilized Therefore applications requesting borrowed funds will not be processed Applications requesting borrowed funds beginning in 2013 2014 will be accepted after March 1 2013 HRDF User Guide 14 Page Send Message Home Welcome Joe Employee ID Message Date Apr 28 20 Send Message If you have questions or comments about your HRDF application you may click on Send Message to send a note to the HRDF Administrative Office A window will appear where you type in a Subject and Message text as shown below Note that this is an internal message within the E HRDF system it is not sent via standard email This is a better tracking mechanism for the HRDF Office it ensures that your inquiries are kept with your overall HRDF file with all of your applications messages and other history in one place Please fill out the Subject line and Message text and click the Send Message button to send your message the HRDF Administrative Office as part of the eHRDF system Subject Message max 2000 chars Chars left 2000 Send Message Cancel 3 3 E HRDF for Approvers Please note that this message is not sent via standard email rather it is made available to Individuals listed as approvers on an E HRDF application will receive an email notification requ
4. the following entry screen will appear Course Information Acceptance Period Jul 01 2012 Sep 30 2012 Course Title Offered By Select an Institution Start Date End Date Type Select Course Type v Mode Select Course Mode Length Select Course Length v Time Off Required Yes No Dept Required Training Yes No Purpose Select Purpose Course Benefit Course Title Enter the full title of the course If you are applying for funding for multiple courses complete a separate HRDF application for each course Offered By Select the name of the institution or organization that is offering the course from the drop down list The most common course providers are at the top of the list followed by a long list of additional ones If you don t see your provider in the list select Other the last item in the top section of the drop down list At that point a text box will pop up for you to type in the provider name enter the complete name please do not abbreviate If the course is a credit course for which there is an equivalent course at the U of A the course cannot be approved unless reasons are given for enrolling in the course at another institution There will also be a box to enter the Location of the course If the course is in Edmonton leave this blank Otherwise enter the city where the course is taking place include province if outside Alberta and country if outsi
5. ctu vm eode e meia cuu oou om da eet 17 35 E HRDF FAQS MT c POO 18 4 ADDITIONAL INFORMATION FOR MANAGERS ADMINISTRATORS ETC 20 4 1 Administrative RoleS a aanannannannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnrnnrnnnnnrnnrnrrnrrnrrnrnnrnurnnrnurnurnernne 20 1 Overview 1 1 What Is HRDF The University of Alberta is committed to learning and development for support staff As part of this commitment the Human Resources Development Fund HRDF has been established as a negotiated benefit between the University of Alberta and the Non Academic Staff Association NASA HRDF is intended as a mutual benefit to both support staff and the university itself The purpose of HRDF is to help employees to access learning opportunities courses workshops seminars in school apprenticeship training or programs that will e Enhance your capacity to perform work e Prepare for an expanded or different role The annual fund of four hundred thousand dollars 400 000 is renewed at the beginning of each fiscal year April 1 March 31 and is subject to review 1 2 Who Is Eligible Both Operating and Trust support staff are eligible to apply for HRDF according to the following table If you are unsure what employee type you are contact your HR coordinator or APO Employee Type Eligibility Timing Maximum Entitlement When Casual 2 starts 500 per fiscal year When Auxiliary starts
6. for the employee to make up the time spent away from work e Allow the employee to use vacation or lieu time e Allow the employee to take a leave of absence or e Decline the request If you approve one of the first two options above the employee indicates on the HRDF application form that the course is during work hours They will be asked to enter your name email address and CCID so the system can contact you You will receive an email from the E HRDF system prompting you to log in using your CCID then confirm that you approve of the employee s time away from work You should indicate your approval as soon as you are able to as the employee s HRDF application cannot be processed until you do and a delayed application risks being declined if the fund has been depleted for that period HRDF does not require supervisor approval for courses taken outside of work hours during vacation or lieu time during a leave of absence or any other non work hours Departmental Finance Staff Your department may opt to pay for an employee s course expenses upfront and obtain reimbursement from the HRDF office This option is required for courses requiring out of town travel expenses HRDF cannot process travel claims and may be used for local courses also For courses requiring travel the department must either pay the expenses directly or have the employee pay expenses and then submit a travel claim and be reimbursed by the department For all c
7. will access the program locally If funding for the program is approved you are required to submit receipts for each course that you take in order to be reimbursed b Attendance at a major international conference that in the judgment of you and your supervisor is of mutual benefit to you and your department Where such program or conference is approved you will not be allowed to apply for funding in the next fiscal year If you have not submitted an application to use the approved funds within 6 months your application will be reviewed Example An eligible employee may apply for up to 1 500 to attend a certificate program The eligible employee may be granted up to 750 for the current fiscal year and up to 750 the following fiscal year In this case the eligible employee may not apply for funding again until the two year period is complete This includes eligible employees who did not use the entire 1 500 A maximum of 50 000 is allotted within the HRDF each year for borrowing 2 6 Reimbursements Once you are approved for HRDF you or your department must pay for the course and request reimbursement from the Fund The only exception is for any courses offered by the Technology Training Centre TTC or the Faculty of Extension which can invoice HRDF directly Expenses Paid by the Employee Submit original receipts to the HRDF office Electronic receipts must be printed and submitted Keep a copy of all receipts for your record
8. any action on draft applications Otherwise if you are done filling in the form click on the Submit Application button your application will then be forwarded to any approvers if applicable and then considered by the HRDF office Save Draft Submit Application Receipts If your HRDF application is approved and after you have paid for the course remember to submit the original receipts to the HRDF office 2 60 University Terrace Electronic receipts must be printed and submitted Keep a copy of all receipts for your records Receipts must have the HRDF Application Number generated when you submit your E HRDF application your Name and Employee ID written on the back The HRDF office must receive receipts within 45 days of the course end date to process the reimbursement Reimbursements are issued on staff payroll Borrowing If you would like to use the Borrowing option in conjunction with your HRDF application s as outlined in Section 2 5 of this manual click on Borrowing in the left menu in E HRDF and fill in your reason for borrowing and the amount optionally you may add comments in the Borrowing Reason Select Borrowing Reasor Period years 2 Year Eligible to Apply for HRDF 2012 2013 Amount Borrowing max 1500 Borrowing Notes Borrowing Notes field Borrowing Allocation Message If the borrowed funds have been fully utilized a message similar to the one below will appear in the message board
9. are requested to approve Time Off you will see the following drop down list For Time Off Confirm Authority Indicate if you are the Authority for Approving the Time Off No Ido nothave the authority to approve the Time Off Yes do have the authority to approve the Time Off If you respond Yes that you are the appropriate authority to approve time off you will see a second question as shown below select whether or not you approve the absence Approve Absence Indicate ify ou Approve the Absence of this employee If you are requested to approve that your Department is paying for the learning opportunity you will see the following drop down list For Department Paying Confirm Paying Indicate if you are the Financial Departmental Approver Indicate if you are the Financial Departmental Approver Mo Ido not have the authority as a Financial Departmental Approver Yes have the authority as a Financial Departmental Approver If you respond Yes that you are the appropriate authority to approve the expense you will see a second question as shown below select whether or not you approve the expense for this employee Approve Expense Indicate ify ou are Approving Employee s Expense HRDF User Guide 16 Page You will then be prompted to enter a financial code Department Speed Code Please enter it here Speed cade Submit Once you have answered all the appro
10. be reversed to ensure the appropriate use of the fund Supervisory Leadership Program HRDF eligible employees who are not currently supervisors but aspire to supervisory positions may apply for HRDF to offset the cost of taking the Human Resource Services Supervisory Leadership Program offered by Organizational Learning and Effectiveness OLE http www hrs ualberta ca Learning Programs Leadership SupervisoryLeadership aspx Support Staff members who already have supervisory responsibilities may take the program free of HRDF User Guide 4 Page charge no HRDF necessary Support Staff members who are promoted into a supervisory position may also take the program free of charge 2 4 Courses that Will Not Be Funded Courses that are required for you to perform day to day activities are not eligible for HRDF Faculties and departments are encouraged to assist in the professional development of their employees by providing the courses and upgrading of skills required to perform day to day duties The following types of courses expenses will NOT be funded by HRDF e Wellness courses e General interest courses e g hobbies crafts recreational memberships e Job specific training required for the eligible employee s current role e Training required by legislation for the eligible employee s current role e University of Alberta credit courses and any associated costs e g books Tuition remission for credit courses is available fo
11. de Canada HRDF User Guide 9 Page Offered By OTHER Please specify Location Start Date and End Date Enter the start and end date for the course For single day courses enter the same date in both fields the system will automatically set the end date equal to the start date If the course has continuous enrollment or is self paced enter the dates that you expect to start and end the course If you make any changes to your plans i e re schedule can t attend didn t complete etc please notify the HRDF office Course Information Acceptance Period Jul 01 2012 Sep 30 2012 Course Title Offered By Select an Institution Start Date res End Date El Type Select the type of learning opportunity this application is for by using the drop down menu options Type Select Course Type r Mode clect Course Type In Town Conference Length Out of Town Conference Time Off Required Credit Course Dept Required Training Non Credit Cour se Workshop Seminar Purpose oer JTUUSEe Course Benefit Mode Select the mode of delivery the learning opportunity takes by using the drop down menu options Mode Select Course Mode Length clect Course Mode Distance e learning Time Off Required On the job OJT Dept Required Training Class based Purpose Selt paced _ HRDF User Guide 10 Page Length Select the length of time the learning oppor
12. e the following screen where you can login using your CCID and password HRDF Human Resources Development Fund that enables eligible employees to access courses workshops and other learning opportunities Please see the HRDF website for guidelines application deadlines and other information In order to submit a new application for HRDF funding access previous applications or perform administrative functions if applicable log in using your Campus computing ID CCID and password CCID Password Sign in Note AICT requires that your password meet specific criteria to be deemed secure enough to use to log into various web based applications If you have problems logging into this system please test your password Note for Aug 03 2012 e The following funds have been fully utilized for the current period July 1to September 30 2012 therefore applications applying for the following will not be approved o Job Enhancement e The HRDF allotment for borrowing of funds for a specific program of study for the fiscal year 2012 2013 has now been fully utilized Therefore applications requesting borrowed funds will not be processed HRDF User Guide 8 Page In the left menu click on New Application to display the HRDF application form Home Welcome Sam Anston Employee ID 0123456 There are no history applications Message Board Date From Subject Once New application in the left screen has been selected
13. esting that they login to E HRDF to confirm their authorization for time off or if the Department is paying If you are requested to do an approval you will access E HRDF and login with your CCID and password just as with applicants at https hrnet hrs ualberta ca hrdf If you have multiple roles in E HRDF you may see a screen similar to that shown below to do an approval you must select the Approver link HRDF User Guide Please Select Role that you want to be signed in as HASA Employee Appraver 15 Page The Approver home page shows a list of new applications awaiting your approval as shown below Welcome JoAnne Davies eHRDF Employee ID 1234567 Please click on the application to get the details and to be able to approve or view that application 1 Displaying results 1 6 of 6 Sort By Z Application Num Filter By Status All lv New D Approved either TO or Expense No Authority to Approve T Rejected Display ad App Date Course Title Provider Cost Requester Status 22280 Jun 22 2010 Test course Technology Training Centre 75 00 Davies Jo amp nne 22282 May 29 2010 SharePoint for Designers Technology Training Centre 50 00 Davies Jo amp nne Click on the link under App Num to view the HRDF application and approval details You will see information about the employee and requested course title dates cost etc followed by the Authorization details that require your attention If you
14. g on the status of the fund eligible employees may not be able to access funding at that time HRDF User Guide 3 Page 2 2 When to Apply for Funding For courses conferences which start between Applications will be accepted beginning April 1 June 30 March 1 July 1 September 30 October 1 December 31 September 1 January 1 March 31 E HRDF will not process any applications prior to the permitted date 2 3 Courses that Will Be Funded HRDF will cover courses or training that enhance your skills in your current job Courses and training that are required for your job are not eligible for HRDF and should be covered by your department HRDF will fund course fees course materials in course examination fees and where applicable reasonable out of town expense for travel meals and accommodation to a maximum of 50 The following types of courses are generally funded Job Enhancement e Conferences seminars or workshops e Supervisory courses and seminars e Core competency development including Communication and interpersonal skills e Technology and office organizational skills e Language courses e g French English Spanish e First Aid and CPR courses Only the initial certification will be funded e Materials books or supplies required for an approved course This does not include large equipment items such as computer hardware e High School upgrading Funding approvals are subject to audit revision and may
15. he following information e Employee type eligibility and employee number e Funding entitlement or remaining entitlement if funds have previously been accessed and e Training request meets the criteria set out in the Collective Agreement In order to allow time for your application to be processed you should submit the application form at least 1 month prior to the beginning of the course The E HRDF system will notify you when the application has been submitted and again when it has been processed You are responsible for registering yourself in the course Either you or your department must pay the up front costs unless the course is through the Technology Training Centre TTC or the Faculty of Extension which can invoice HRDF directly Keep all receipts as you will need these for reimbursement later There is no limit on the number of courses that you may take each year but once you reach your maximum entitlement for the fiscal year you cannot request funding again until the next fiscal year HRDF is administered on a first come first served basis Once HRDF funds are depleted a notice will be posted on the Human Resource Services website http www hrs ualberta ca Learning Funding HRDF aspx and in the E HRDF system https hrnet hrs ualberta ca hrdf The messaging will notify people that there are no funds available for that period and as such all new applications will be declined until the following period Therefore dependin
16. hnology Training Centre TTC and Organizational Learning and Effectiveness OLE only the invoice can be sent directly to the HRDF office 2 60 University Terrace For Off Campus Providers either the employee or the department will pay the course fees upfront and then seek reimbursement from HRDF The department paying option is required if there will be any travel expenses and may also be used for other course expenses If department is paying the system will require contact information for your financial authority finance office APO trust holder etc so they can be contacted to provide information and receive instructions for reimbursement HRDF User Guide 12 Page Enter the amount and type of any eligible course expenses Type is classified as either 1 Course Application Conference or 2 Materials books or supplies The form allows for up to three expenses per course For additional expenses complete a new application form Expenses covered include registration or course fees and reasonable travel expenses if the course is outside of Edmonton Travel expenses are considered for courses that are not available locally up to 5095 HRDF does not cover the cost of books and materials required for courses for which Tuition Remission will be granted or has been granted Books and materials are covered if they are for an approved course but are not included in the cost of the course Authorization If you have indicated on the fo
17. llective agreement language this field is set for you as job enhancement HRDF User Guide 11 Page Course Benefit Enter an explanation of how this course is a benefit to both you and your employer There is no restriction on the length of the course benefit explanation but should typically be the length of a short paragraph This section is a good place to talk about your learning plan to capture how this activity is adding to your job career and personal development Course Benefit Once the course details fields are complete in the first section you will notice a second section on the New Application page outlining the details of payment that looks like this Course Expenses Payment Options Please check the appropriate one 1 For On Campus Providers J Employee will pay For Extension TTC OLE courses only employee requests invoice be sent to 2 60 University Terrace For Off Campus Providers Employee will pay Department will pay this option is REQUIRED if there are any travel expenses Requested 9n u Remi ested Type Amount Coverage HRDF Amt Select Expense Type a Select Expense Type a Select Expense Type 7 Course Application Conference Materials books or supplies Travel Course Expenses Payment Options Under Payment Options you will be able to select one option only out of the four provided For U of A courses either the employee will pay up front or for Extension Tec
18. n on HRDF HRDF User Guide 17 Page e Operating Agreement Part A Article 25 http www hrs ualberta ca docs HR Agreements Support Operating Article25 pdf e Operating Agreement Common Provisions Appendix G http www hrs ualberta ca MyvEmployment media hrs MyEmployment Agreements Support Common pdf e Trust Agreement Part B Article 15 http www hrs ualberta ca docs HR Agreements Support Trust Article15 pdf e ESL Agreement Part C Article 19 http www hrs ualberta ca docs HR Agreements Support ESL Article19 pdf 3 5 E HRDF FAQs Below are answers to frequently asked questions about E HRDF Q1 Applications are approved on a first come first served basis So when is an E HRDF application considered received when submitted by the employee or if applicable when all the approvals are received Answer The application is considered received only when it is complete with the appropriate approvals if needed Much the same as with the paper version an incomplete application cannot be approved The first come first served approvals will be completed as applications are received If you are concerned about an approver being away it would be appropriate for that approving authority to be delegated in their absence and the employee can change the approver to accommodate that after they have submitted their application contact the HRDF office to do so Employees and indicated approvers will receive reminders about the statu
19. nt must pay for travel costs up front or you must pay the costs and process your travel and accommodation claim using the PeopleSoft financial system The department then submits a copy of their ledger to the HRDF office for reimbursement Please note that all travel and accommodation claims will only be reimbursed up to 50 2 8 Cancellation of Courses If funding for your course has been approved and your course is subsequently cancelled please notify the HRDF office Also notify the HRDF office if the course start date has been changed or if you withdraw from the course If you cancel fail to attend or do not complete an approved course without legitimate reasons you will be fully responsible to reimburse the Fund for the full amount that was dispersed to you for the course HRDF User Guide 7 Page 3 Using the E HRDF System 3 1 Summary of Application Procedure Complete the HRDF application form within the E HRDF system and click the Submit button Once you receive HRDF approval register in the course Registration is the employee s responsibility If you register prior to receiving approval you will be responsible for course costs or cancellation fees if the course is not subsequently approved If you make any changes to your plans i e re schedule cannot attend did not complete etc please notify the HRDF office 3 2 E HRDF Instructions for Applicants Access E HRDF at https hrnet hrs ualberta ca hrdf You will se
20. ourses where the department is paying the expenses the employee still applies for HRDF funding as usual and indicates on the application form that the department is paying They will also HRDF User Guide 20 Page need to provide the name email address and CCID of the finance staff person who will later arrange reimbursement for the department This may be a dedicated finance person APO trustholder etc If you are the person indicated by the employee you will receive an email from the E HRDF system prompting you to log in using your CCID then confirm that the department is paying for the course The system will also ask for the account code that the reimbursement should be made to and provide you with the HRDF application number For reimbursement send a printout or copy of the journal ledger to the HRDF office 2 60 University Terrace The ledger must have the HRDF application number written on the back The ledger must be received by the HRDF office within 45 calendar days of the end of the course for reimbursement to be made This deadline is strictly enforced If you are unable to meet this deadline for any reason contact the HRDF office by email HRDF hrs ualberta ca or phone 492 4350 Reimbursement will be made via Journal Voucher HRDF User Guide 21 Page
21. r some employees For details see http www hrs ualberta ca Learning Funding TuitionRemission aspx e Miscellaneous expenses like parking or lunch expenses while attending courses within Edmonton e Certification exams or preparation entrance exams e Re certification course expenses are not covered If a specific eligible employee has been designated as the faulty department representative the department will be responsible for the funding e Professional association membership fees e Large equipment items such as computer hardware e Books and materials required for courses for which Tuition Remission has been granted e Books material or supplies for courses that HRDF did not approve 2 5 Borrowing If you require funding to take a program of study or attend a conference the collective agreement makes provision for borrowing of funds for eligible employees See Who Is Eligible above to see if you are eligible for borrowing If you are eligible for borrowing you may request to use your entitlement for the current fiscal and the next fiscal year to a maximum of 1500 for a A specific program of studies offered by an approved post secondary institution where the program is part of a long term learning plan that in the judgment of both you and your supervisor meets the criteria outlined in the Collective Agreement Where the identical HRDF User Guide 5 Page program of studies is available at the University of Alberta you
22. rm that you require time off work or that your department will be paying for the learning opportunity this portion of the form will appear and you will be required to fill in one or both sections as appropriate Authorization For Time Off Work Supervisor Authority Email CCID For Department Paying Trustholder Fin Auth Email CCID Authorization For Time Off Work This section will appear only if you require time off work to attend the course and have selected the Yes button in the form Enter the Name Email Address and CCID of the individual with the authority to approve your time off The system will contact them via email to request that they confirm authorization of your time off work The application will not be processed until the time off authority has provided the approval Authorization For Department Paying This section will appear only if your department will pay the course fees upfront and then seek reimbursement from HRDF Enter your Trustholder or Financial Authority s Name Email Address and CCID here The system will contact them to approve the expense The application will not be processed until the financial authority has provided the approval HRDF User Guide 13 Page Save or Submit Application At the bottom or top of the application form click on Save Draft if you would like to save the information you ve entered thus far and continue working on it at another time The HRDF office will not take
23. s Clearly write your HRDF application number on the back of your receipts The application number is generated by the E HRDF system when you submit your application Submit original receipts to the HRDF office 2 60 University Terrace The HRDF office must receive receipts within 45 calendar days of the course end date in order to be reimbursed This deadline is strictly enforced After this date the previously approved funds will be made available to other applicants Reimbursements to the employee are done through the payroll system Receipts that are received and processed by the HRDF office prior to period cut off will be reimbursed on the following pay cheque To view the pay period administration calendars refer to this website http www hrs ualberta ca en HiringandManaging PayAdmin aspx HRDF is unable to reimburse third parties HRDF User Guide 6 Page Expenses Paid by the Department The Department submits a copy of their ledger to the HRDF office Funds will then be returned to the Department via a journal entry to the speed code provided Employees are encouraged to remind their Department about the 45 day time limit for submitting ledger lines 2 7 Travel and Accommodation Claims If you are attending a conference or workshop that involves any related travel costs ie Airfare vehicle rental parking mileage and or accommodation expenses HRDF cannot reimburse you directly as it cannot process travel claims Your departme
24. s of the application and the employee can also follow up personally with regards to getting the approvals done in a timely manner Ideally the employee would have had a conversation with an approver before submitting the application Q2 What happens if the employee makes a mistake in typing the authorized approver s email address Do they get a confirmation that so and so was sent an email Answer The system should send the employee an email stating Name of approver was sent a request to approve the application at the following email address The system has no way of verifying the validity of the email addresses so the employee must be diligent in entering the email address and CCID correctly Q3 Can an employee still access HRDF when on Maternity Leave Answer The HRDF is available to support staff employees If a person is on an authorized leave of absence they are still considered employees though they are away from work for a legitimate HRDF User Guide 18 Page reason They are still eligible to apply for HRDF and take training Similarly if an employee has applied for a course and been approved for HRDF funding and their position at the University is terminated they have a window in which they may still attend that training Employees in this situation should ask their Employee Relations Consultant if this applies to them Q4 Can employees from certain departments have authorized approvers and or financial approvers a
25. tunity will take by using the drop down menu options Length Select Course Length M Time Off Required msizizuda e i a En E 4 hrs 4 8 hrs Purpose 9 16 hrs Course Benefit 17 32 hrs 7232 hrs Dept Required Training Time Off Required Time off for learning opportunities must be granted by your supervisor authorizer It is strongly recommended that you hold a conversation with your supervisor before you apply for HRDF The Yes No buttons indicate if time off work is required to attend the course If time off IS required the system will require the contact information of your supervisor or other authority to obtain approval for the time off The system will then contact the time off authorizer to confirm approval for time off work Time Off Required Yes No 9 Dept Required Training Yes No 9 Purpose Job Enhancement Course Benefit Department Required Training Note that department required courses are not covered by HRDF Indicate using the Yes or No buttons if the course is required training for your job Employees in collaboration with their supervisors are encouraged to identify learning and development plans and potential learning opportunities where the Fund may apply as part of the on going performance management process However where the employer or legislation requires job specific training the employer should cover the cost of such training Purpose Due to the changes in the co
26. utomatically populated on their applications Answer This EHRDF system is meant to be a tool that is available to all employees We are not prepared to re write portions of the system to accommodate particular unit needs The communication process of identifying authorized approvers for departments is an internal one Due to the amount of mobility for affected staff and changes in positions the amount of work needed to keep the system up to date would negate the benefits of the stream lined system Q5 Do the emails received when the application is approved include the 45 day warning for receipts Answer The 45 day warning to submit receipts will be in several places along the application process in addition to reminders the employee will receive The employee will ultimately be responsible for heeding the submission period HRDF User Guide 19 Page 4 Additional Information for Managers Administrators etc This section contains additional information for supervisors managers APOs departmental financial staff human resources coordinators and other administrators 4 1 Administrative Roles Supervisors and Managers If an employee plans to take a course that takes place during paid work hours they should discuss their plans with you prior to applying for HRDF You have several options for responding to such a request e Allow the employee to take the course as regular paid work time e Approve the absence but make arrangements
27. val questions submit the form Your screen will return to the Approver home page if you want to see past items approved change the filter options e g Next to Filter By Status click on All to checkmark all the options then click the Display button to refresh the listing and you will see all new and past E HRDF approval requests Displaying results 1 10 of 10 Sort By 4 2 Application Num Filter By Status All M New M Approved either TO or Expense M No Authority to Approve M Rejected Display Mud App Date Course Title Provider Cost Requester Status Mar 02 2010 Some courze UNIVERSITY OF ALBERTA 0 00 Davies JoAnne Approved May 05 2010 My course name UNIVERSITY OF ALBERTA 15 00 Davies JoAnne Rejected Jun zz 2010 Test course Technology Training Centre 75 00 Davies JoAnne Mew 3 4 E HRDF Help If you have any questions about HRDF check the FAQs in the next section of this manual 3 5 or you may contact the HRDF Administrative Office e Telephone 492 4350 e Email HRDF hrs ualberta ca e Campus Mail 2 60 University Terrace HRDF Resources e HRDF Information public website http www hrs ualberta ca Learning Funding HRDF aspx e E HRDF website requires CCID login https hrnet hrs ualberta ca hrdf e HRDF Manual PDF http www hrs ualberta ca Forms HRDF Manual pdf e HRDF printable application form http www hrs ualberta ca Forms HRDF Application pdf Collective Agreements informatio
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