Professional Staff Development Fund

Reimbursement is performed in a single transaction via GL journal, once all your receipts are received for the expenses listed on your application form.  Please send through all your receipts at one time.  Split payment (i.e. several transfers throughout the year) is by negotiation only. 

Please seek advice from your local Finance Officer or College / Portfolio / Division Office.  You can also contact the Accounts Office for further information on ext. 12705 or email: accounts@flinders.edu.au

You can find a list of Natural Accounts.

As per Section 6 of the policy 'staff members should apply for assistance as early as possible as the Fund operates on a first come, first served basis, until the Fund has been fully allocated.  Applications made after the funding has been fully allocated may be resubmitted at the beginning of the following calendar year'.

If your application has been approved, funds up to the approved amount are available for reimbursement.

As per Section 8 of the policy, 'It is the College / Portfolio / Division responsibility to pay the fees upfront for the identifies activity.  Funds up to the agreed grant value will be reimbursed to the nominated College / Portfolio / Division on receipt of evidence of expenditure'.  Reimbursement is via GL journal. Staff members requiring reimbursement of their personal funds are required to do so from their College / Portfolio / Division. View information about expense reimbursement.

Reimbursement will generally occur within one business week of receiving all the receipts.  You will receive an email notifying you that the GL Journal transfer has been processed.  If you have sent through all your receipts and your reimbursement has not been processed, please contact professional.development@flinders.edu.au.

Follow up of outstanding receipts will generally occur in March and September each year.  However, it is the staff member's responsibility to ensure they forward the appropriate documentation when all expenses have been incurred.

If you registered for a conference held overseas, we reimburse according to the conversion rate at the time you paid.  Please note the amount in Australian dollars on your application form or receipt.

Please contact professional.development@flinders.edu.au if this happens, so we can make a note of it and work with you individually to come to a solution or offer alternatives.  It is important to inform us if your activity does not go ahead, as support from the fund is limited to one successful application per staff member, every two years.

This may happen if you miss out on the conference early-bird rate or there are unanticipated charges on your conference invoice.  If the total of the receipts add up to more than the total you were approved for, we reimburse up to the amount for which you were originally approved.  Please list on the reconciliation form which costs you would like to include in the reimbursement.  You will need to seek funding elsewhere to cover the shortfall.

Reimbursement will reflect the amount actually paid, which should show on your receipt/proof of payment.  The Professional Staff Development Fund will reimburse the cost amount less any GST. 

As per Section 8 of the policy, 'funds up to the grant value will be reimbursed from the PDU to the nominated College / Portfolio / Division on receipt of evidence of expenditure'.  If these unanticipated incidentals make your total reimbursement amount higher than you were originally funded for, these cannot be included in the reimbursement.  You will need to seek funding from your area or other sources to cover these.  Please refer to your funding letter for your approved total.

As per Section 9 of the policy, 'the individual is responsible for submitting a brief evaluation of the activity and confirmation of attendance to their Supervisor within 3 months of completing the activity'.  You do not need to send your report to us with your receipts.

We can accept:

• Itemised receipts - either originals, copies or scanned versions.  The receipts need to show that there is no balance outstanding.  You can send them via email.
• Basware/Tech one reports showing amounts paid.  
• Fraedom transactions statements showing amounts paid
• Travel itineraries from University-approved Travel Providers which show the amount paid and the University account number charged
• An email from the provider saying the fee has been paid.

We cannot accept:

• Tax invoices that show the balance is still outstanding
• Accommodation reservation confirmation emails
• Purchase orders
• Conference websites or registration forms listing fees

It would be appreciated if you could highlight the amounts you are claiming for on your receipts.