In this round of bargaining (2025), we successfully negotiated full control of the Professional Development Fund (PDF). The PDF will now be split into two separate funds: 1) Teaching Related Expenses (TRE), 2) Professional Development Expenses (PDE) and we will take over adjudication of applications September 1, 2026.
Note: We are aware that Carleton has stopped accepting applications at this time. Please keep your documentation and receipts.
The application forms will open September 1, 2026.
What is the CI Professional Development Fund (PDF)?
The PDF exists to offset the cost of such books and material required for the performance of your teaching duties and responsibilities which are otherwise not provided by Carleton and to support teaching-related professional development activities such as conferences or professional fees and certifications.
CUPE 4600 took over administration of the PDF on September 1st, 2026. Members who made a claim in the 24 months prior to this date (between September 1st 2024 and August 31st 2026) and were denied that claim may resubmit a previously denied claim up until December 15th, 2026. Decisions on applications will be made by January 15th, 2027.
After this date, the union will no longer accept applications for previously denied claims.
Submissions for previously denied claims must be submitted via Google Forms, here. It must include: original receipts, original rationale for costs, and evidence that the application was denied (such as email from Carleton stating that the application was denied).
If you do not have a google account, you may submit a fillable PDF version of the form found to vp.unit2@cupe4600.ca along with relevant receipts and documentation.
CUPE 4600-02 – PDF Rejected Claims Resubmission (Google Forms)
CUPE 4600-02 (2026) PDF Rejected Claims Resubmission Form (fillable pdf file)
Expenses must be rationally connected to the CI’s responsibilities and duties as an instructor, and the item purchased must be something that the University isn’t already required to provide
Sample eligible equipment: laptop or computer, tablet / iPad, smartphone, webcam, headphones, printer, keyboard, microphone, monitor, iPad Pencil, document camera, audio recorder, extended warranty, lighting equipment, slide advancer, repair costs for any of the same, software not freely provided by the University
Note: if you purchased an above item via this fund in the past, you are not usually eligible to re-purchase the same item for 36 months
Sample eligible materials: books, journals, printer paper and ink, notebooks, office supplies, office furniture
Sample equipment and materials that are not usually eligible: wifi modem, router, internet / cell phone bills, installation costs for a phone / internet, any software already freely provided by the University, projector
In all cases, the applicant must make a clear, rational case for how the expense supports their teaching duties at the University
Submission Deadlines:
Expenses must be claimed within 24 months of being incurred. To streamline management of the funds and to ensure that you receive your money in a timely fashion, we urge members to submit applications shortly after the expense was incurred.
Applications will be adjudicated three times per year. Applications on or before October 15 will receive decisions by November 15, applications on or before February 15 will receive decisions by March 15, and applications on or before June 15 will receive decisions by July 15.
Reimbursement:
The maximum amount that you can receive from the two Professional Development Funds combined in one academic year is $1,100. Applications for Professional Expenses can be made here.
***If you have a claim that was previously rejected by Carleton, please submit it here.
Eligible Expenses:
Expenses must be rationally connected to the profession/discipline(s) in which the CI is professionally engaged at the University, or connected to the subject of teaching/pedagogy more broadly
Sample eligible expenses: conference/webinar fees, expenses related to traveling to a conference (e.g., economy-class air or train fare, economy vehicle rental or mileage, hotel/accommodation, transportation/parking), annual fees for membership in a professional association, tuition for a non-Carleton course or workshop that has direct relevance to your teaching/research, publication costs not otherwise covered
Sample expenses that are not usually eligible: business-class air or train fare, luxury vehicle rental, food/drinks, passport or immigration fees, commuting to/from work, clothes, anything purchased with reward points
In all cases, the applicant must make a clear, rational case for how the expense supports their professional development as a professional, academic, or expert in their discipline(s) or their work as a teacher
Submission Deadlines:
Expenses must be claimed within 24 months of being incurred. To streamline management of the funds and to ensure that you receive your money in a timely fashion, we urge members to submit applications shortly after the expense was incurred.
Applications will be adjudicated three times per year. Applications on or before October 15 will receive decisions by November 15, applications on or before February 15 will receive decisions by March 15, and applications on or before June 15 will receive decisions by July 15.
Reimbursement:
The maximum amount that you can receive from the two Professional Development Funds combined in one academic year is $1,100. Applications for teaching-related expenses can be made here.
***If you have a claim that was previously rejected by Carleton, please submit it here.
Information & FAQ
Expenses must be claimed within 24 months of being incurred. To streamline management of the funds and to ensure that you receive your money in a timely fashion, we urge members to submit applications shortly after the expense was incurred.
Applications will be adjudicated once per term.
Submission Deadline | Adjudication Deadline |
October 15 | November 15 |
February 15 | March 15 |
June 15 | July 15 |
The maximum reimbursement amount across both funds is $1,100 per academic year.
*Note that the rejected claims resubmission form is an exception for the Fall 2026 term and will be considered separate to any applications made to the teaching related expenses fund and/or the professional expenses fund.
You can apply to one or both funds multiple times until the $1,100 maximum is reached per academic year (September 1 – August 31).
However, for eligible equipment in the teaching related expenses fund, if you purchased item via this fund in the past, you are not usually eligible to re-purchase the same item for 36 months. For example, we will not reimburse a new laptop every year.
The adjudication committee includes a Staff Member, Unit 2 board member, and is also open to a rank and file member.
For reporting and record-keeping purposes, the Union will retain membership information submitted via PDF claims on file for a minimum of 5 years.
All applications require attestation to the following:
- The purchases are teaching related AND/OR the expenses support my development as a professional, academic, or expert in my discipline(s) and/or my work as a teacher
- I understand that for reporting and record-keeping purposes, information submitted to this form will be kept on file for a minimum of five (5) years.
- I understand that if my application is approved and I do not accept the funds within 4 months, that they will be forfeit and cannot be resubmitted.
- I understand that I am solely responsible for reporting my taxable earnings and that I will not receive any tax documents from CUPE 4600.
*Please note that Members are solely responsible for reporting their taxable earnings and that receive CUPE 4600 cannot issue any tax documents for funds received via the PDF.