PROFESSIONAL DEVELOPMENT INITIATIVE … Programs/PDI/PDI Guide 2018-19.pdfReport 2. Strategic HR ... Mentorship and Practicum ... o airline cancellations, road closure and or road/or

PROFESSIONAL DEVELOPMENT INITIATIVE GUIDELINES

2018/2019

2018

DEPARTMENT OF HEALTH AND SOCIAL SERVICES PROFESSIONAL DEVELOPMENT INITIATIVE

2018.19 PDI Governance

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Roles and Responsibilities Overview

1. Department of Health and Social Services (DHSS)The owner of the Professional Development Initiative (PDI) program.

Tasks:Approve and monitor budgets Approve eligible position lists Approve program guidelines Pay expenses Post PDI guidelines on the DHSS website Communicate program information to Health and Social Services authorities, employees and PDI Officer Report

2. Strategic HR SpecialistThe Strategic HR Specialist (PDI Officer) will manage and deliver the PDI

program services to the Northwest Territories Health and Social Services

Authority Regions and Department of Health and Social Services as follows:Beaufort-Delta RegionDehcho RegionDepartment of Health and Social Services Fort Smith RegionHay River Health Sahtu RegionStanton RegionTlicho Community Services Agency Yellowknife Region

Tasks: Review and process PDI applications and claims Approve funding Communicate program updates to authorities Calculate relief worker position funding Interpret and counsel management and employees on guidelines Collate responses on an electronic PDI evaluation survey annually



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Receive position eligibility request forms from Chief Operating Officers (COO): – Review and submit to DHSS– Communicate results of eligibility requests to COO and Chief Executive OfficerGenerate list of eligible positions Meet reporting requirements, for example: – Accruals– Mid-term– Year-end– Usage– EvaluationsReport year-end accruals Create and maintain brochures for applicants Recommend drafted guideline revisions

3. Regional Authority Management Tasks:

Approve employee learning plans as part of performance management process Approve employee leaves Review employee applications for support Recommend positions for PDI eligibility Recommend deferral requests Recommend guideline revisions

4. NTHSSA Chief Operating Officer Tasks:

Support applications for International Travel Review position list for position eligibility

5. Applicant

Tasks:Complete PDI application packages Ensure activity topics are identified in learning plans Ensure activities or resources are eligible for funding Request leave from manager Obtain required signatures from: – Managers– Training OfficerComplete travel authorizations prior to travel



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Obtain approvals for travel from PDI Officer Coordinate travel and activities Complete and submit travel expense claims/requests for reimbursement, attaching supporting documents to PDI Officer Complete electronic program evaluation survey

6. Financial Shared Services

Tasks:• Generate System for Accountability and Management (SAM) notification• Release funds for reimbursements• Invoices overpayments

Guidelines

Table of Contents

Statement of Purpose ................................................................................................................................. 2

1. Criteria ............................................................................................................................ 2 1.1 Eligibility for Funding ................................................................................................. 2 1.2 Ineligible for Funding ................................................................................................. 3 1.3 Funding...................................................................................................................... 3

2. Funding Conditions ...................................................................................................... 4 2.1 Restrictions (travel costs, cancellations, advancements and reimbursements) .................................. 4

2.2 Funding Options ........................................................................................................ 4 2.3 Funding Limitations ................................................................................................... 5

3. Activities ........................................................................................................................ 5 3.1 Activity Requirements ................................................................................................ 5 3.2 Job Shadow, Mentorship and Practicum ................................................................... 6 3.3 International Travel .................................................................................................... 6 3.4 Distance Learning ..................................................................................................... 6 3.5 Resource and Memberships ..................................................................................... 6 3.6 Group Activities ......................................................................................................... 6

4. Professional Developmental (PDI) Salary .................................................................. 7 4.1 Compensation and Benefits ...................................................................................... 7 4.2 Allowed Leave ........................................................................................................... 7

5. PDI Packages ................................................................................................................. 8 5.1 Submissions, Approvals and Reconsiderations ........................................................ 8 5.2 Package Requirements ............................................................................................. 8 5.3 International Travel .................................................................................................... 8

6. Travel Authorization ..................................................................................................... 9

7. Reimbursement ............................................................................................................. 9 7.1 Claims........................................................................................................................ 9 7.2 Payment Release ...................................................................................................... 9 7.3 Overpayments and Recoveries ............................................................................... 10

8. Program and Submission Deadlines ........................................................................ 10 8.1 Program Deadlines ................................................................................................. 10 8.2 Submission Time Limits .......................................................................................... 10

9. Deferral/Temporary Increase in Funding .................................................................. 11

10. Evaluation .................................................................................................................. 12

11. Appendix .................................................................................................................... 13

12. References ................................................................................................................. 14

Guidelines

Purpose The Professional Development Initiative (PDI) program is intended to provide eligible Department of Health and Social Services (DHSS) and Health Authority frontline professionals, clinical staff and managers with increased opportunities for professional development, education and training for the purposes of skill and career enhancement. It is also intended to encourage and promote recruitment and retention in the northern workforce.

PDI is used to develop health and social services skills, to provide training or development activities relevant to employees’ roles, or to maintain license requirements. The monies are not intended to replace existing funds used for statutory and/or mandatory training.

1. Criteria

1.1 Eligibility for Funding

must be frontline health and social services professional, clinical staff or manager

must be an indeterminate (full-time, part-time, job-share, relief) or term (minimum ten

month term) and assigned a position number

require continuous service within the GNWT’s Health and Social Services (HSS) system:

indeterminate and term employees – six months job-share employees – nine months relief employees – twelve months

require specific health or social services education, certification or licensing in order

to provide or directly support day-to-day assessment of or care to residents of the Northwest Territories

must perform work consistent with the type of work normally provided in one or more

of the listed professions (see Appendix B Resources – Eligible Position List);

funding is not provided based on position title alone

Guidelines

1.2 Ineligible for Funding

resigning, retiring or terminated employees

term employees during the last six weeks of their contract

employees who are considered casual or on locum without a position number

employees on extended leave, i.e. maternity, parental, education, deferred, leave

without pay:

PDI eligibility is reinstated upon return to an eligible position

employees with outstanding claims or monies owing to the GNWT

1.3 Funding

funding is based on the incumbent being in a PDI eligible position

eligibility is based on the type of work done and not individual qualifications

employees may access funding for one eligible position per fiscal year with the

exception of indeterminate employees who hold two concurrent active positions at once (i.e. indeterminate and relief, or two part time)

part-time and job-share employee funding is pro-rated, and based upon position’s

full-time equivalency (FTE)

relief employee funding is pro-rated, and based upon eligible employee’s number of eligible (REG-like) hours worked in the previous fiscal year (April 01 – March 31); a standard relief worker PDI formula is used (# eligible hours/1950 hours = total % of PDI)

funding rates depend on the location of the employee’s position (see Appendix B

Resources – Community PDI Rates)

Guidelines

2. Funding Conditions

2.1 Restrictions (travel costs, cancellations, advancements and reimbursements)

funding cannot be used for mandatory or statutory training required to legally perform the duties of a position, salaries, personal interest, platforms, electronic devices or tools (see PDI Appendix B Resources – Eligible Activities)

ineligible expenses include per diem (meals and incidentals), on-site local transportation (except transport to/from the airport) and child care costs

expenses will be budgeted and hotels reimbursed to a maximum of $200 per night

applications for training that are offered locally or within the NWT in the current fiscal year will not receive travel assistance (tuition may be considered)

resources including texts, memberships and subscriptions will be reimbursed to a

maximum of $550 per fiscal year

funds may not be donated or transferred from one person to another person or group

2.2 Funding Options

employees approved for PDI funding will be provided with the following payment

options:

- reimbursement of funds after the end of the activity by submission of an expense claim with supporting receipts

- prepayment through the PDI Offices by the corporate credit card for airfare,

commercial accommodations (agent fee applies) and/or tuition costs (VISA only)

receipts must be submitted within 10 days of the end of the trip or resource/tuition purchase

Guidelines

2.3 Funding Limitations

funding will be allocated based on eligibility criteria if budget allows

- program eligibility is not a guarantee of funding due to budgetary limitations

expenditures cannot exceed the funding limit per eligible position

- over payments will be invoiced to the employee

expenditures incurred prior to approval from the Training Officer are not guaranteed to be approved reimbursement

employees who choose to travel for training prior to obtaining written funding

approval from the Training Officer cannot be reimbursed

non-refundable expenditures made on behalf of the employee will be invoiced to the employee where the training activity has not been attended

- exceptions to this are:

o certificate of leave due to sickness, death in the family or where unit

operations require cancellation (CEO confirmation required)

o airline cancellations, road closure and or road/or ferry closures

o training is cancelled by the facilitator

cancellation fees are deducted from individual PDI allocations

the advancement of cash funds is not an option under the PDI program - Prepayment by Corporate credit card through the PDI Office or reimbursement through submission of receipts within ten (10) days of travel end

- funds advanced at the authority level will not be reimbursed through PDI

3. Activities

3.1 Activity Requirements

the activity or resource topic must:

be supported by a current learning plan (see Appendix C Forms – Learning Plan)

develop employee’s health and social services skills, provide training relevant to his/her role or maintain his/her license requirement (see Appendix B Resources: PDI Eligible Activities)

resources must be detailed including costs

Guidelines

3.2 Job Shadow, Mentorship and Practicum Requirements

job shadows, mentorships and practicum must be a minimum of three (3) days (see

PDI Appendix C Forms – Application for Job Shadow/Mentorship/Practicum)

- tentative approval can be provided pending confirmation of the dates from the facility

3.3 International Travel

applicants may apply for international activities where they can show that the training

is not available in Canada and how it will benefit both the employee, the employing unit and the GNWT

3.4 Distance Learning

continuing education through distance and on–line learning, including courses,

webinars and credit programs 3.5 Resources and Memberships

texts, electronic reference guides, memberships (excluding registrations required to

legally practice) and subscriptions to newsletters and journals used to support continuing learning, courses and current practice

maximum expenditure $550 per fiscal

3.6 Group Activity Requirements

a group of individuals may apply to participate in a group funded activity where:

- each participant will be charged an equal portion of the funding to cover

actual incurred expenses

- costs incurred by the instructor of the group activity including fees, resource texts, airfare, accommodations and associated travel expenses must be paid by:

o prepayment by the PDI Office and costs shared equally between

the PDI approved applicants

o invoiced to the PDI Office by the Health Authority with a breakdown of all eligible costs including a list of participants

- PDI ineligible participants will be invoiced their portion of prepaid expenses

each person must apply individually to access funding

a group proposal must be submitted outlining expected costs and # of participants

Guidelines

4. Professional Development (PD) Leave and Wages

4.1 Compensation and Benefits

salary is not paid by PDI

regular salary will be paid by the employing authority or department for time away

from work due to approved PDI activities and travel time where activities occur during regularly scheduled work hours

- manager approval is required (see 4.2 Allowed leave)

relief workers are ineligible for PD leave salary (PD1)

overtime will not be paid as PDI training is not mandatory

PD salary taken will be coded as PD1 in PeopleSoft attendance records, except in the Hay River Authority where employees will code it as PDIU in ORMED

4.2 Allowed Leave

requests for PD leave must be approved by the employee’s manager

all leave approval is subject to operational requirements

up to 37.5 professional development hours (5 days), plus travel up to a maximum of 30.0 hours (4 days), subject to the approval of the HSSA, may be accessed by an eligible employee each fiscal year

- Stanton employees may apply for a maximum of 37.5 hours including travel time

- travel time may only be claimed on actual days of travel where the employee has

been scheduled to work

PD hours are pro-rated for part-time and job share employees

employees may combine approved leave (i.e. annual, lieu, etc.) with PD hours with appropriate approval

Guidelines

5. PDI Packages 5.1 Submissions

packages must be supported by the employee’s manager

funding approval is determined by the Training Officer

packages may be reconsidered with the submission of further supporting documentation

- the Training Officer reserves the right to provide the final determination on

requests for PDI funding and reimbursement

International Travel requires Deputy Minister approval 5.2 Package Requirements

the basic package will include:

- application Form (see Appendix C – PDI Application Form)

- learning Plan (see Appendix C – PDI Learning Plan)

- brochure or link to learning activity or resource list

- where applicable, an Application for Job Shadow/Mentorship/Practicum (see PDI

Appendix C Forms – Application for Job Shadow/Mentorship/Practicum) 5.3 International Travel

basic application package plus:

- application for International Travel (see Appendix C – PDI Application for

International Travel Form)

- CEO and Deputy Minister (DM) approval will be requested by the PDI Office

- a letter stating why the activity is not available in Canada and how the training will benefit the employee and GNWT

Guidelines

6.1 Travel Authorization

a Travel Authorization Form signed by the employee must be submitted to the PDI

Office prior to departure in order to qualify for reimbursement

- each fiscal year the NTHSSA CEO delegate the Training Officer to approve out of territory travel under PDI

- the Assistant Deputy Minister of Health and Social Services must

approve out of territory travel for Department of Health and Social Services staff

7. 0 Reimbursement Process

7.1 Claims

employees have ten (10) working days after the completion of PDI travel, course end

or resource purchase, to submit all supporting receipts

- employees utilizing the prepayment option must submit hotel checkout receipts

- *Department employees must generate an expense claim on SAM and send

to the Training Officer for written approval before submitting to DHSS Finance

GNWT Private Car Kilometric Rates (where applicable) and the Financial Administration Manual (2100 Duty Travel) apply when calculating claims

7.2 Payment Release

employees will be provided with a draft expense claim via e-mail for their review and

approval prior to submission to Financial Shared Services

payment will be released by Financial Shared Services via direct deposit through the SAM Financial system

- employees without established vendor IDs in the SAM financial system may

have reimbursements delayed until IDs have been generated

- it is the responsibility of the employee to advise the Training Officer if their

banking information has changed in the past 24 months or since their last PDI

reimbursement

Guidelines

7.3 Overpayments and Recoveries

reimbursements may not exceed the total credit available to the eligible position within the fiscal year

- overpayments will be recovered by invoicing the employee

- employees will be notified via e-mail of any amounts owing 8.1 Program and Submission Deadlines

8.2 Deadlines

applications for the new fiscal year may be submitted starting February 15

- the new fiscal year funding begins April 01 and ends March 31

- no prepayments will be made for training occurring in the month of April

- payment for any new year expenses including prepayments and reimbursements begins May 01

Training Officers will accept applications until January 15 of each fiscal year

- learning activities can take place up until March 31 and must begin no later

than March 31 (this does not include travel)

- resources must be purchased and received by March 31 of each fiscal year

Deferral packages must be submitted to the PDI Office with CEO signature by February 01

- employees will be advised of the status of their request after March 15

8.3 Submission Time Limits

complete, manager- supported packages must be received by the PDI office a

minimum of six (6) weeks prior to the applied for activity

international travel packages will be denied when received less than eight (8) weeks prior to the activity

Guidelines

9.0 Deferral

employees apply for a temporary increase in the amount of funding they are eligible to apply for in the upcoming fiscal

unused funds are not carried over from the previous fiscal

access to funding including deferral amounts are subject to the funds available in the

budget

employees may apply for consideration of deferral of funds for two reasons:

an employee may apply for an increase where one year of fiscal funding

is insufficient to cover the costs of the required development needs identified in the Learning Plan

o a breakdown of the projected costs of the activity(ies) is required

o the deferred funds may only be accessed for the pre-approved learning

activity(ies)

o a learning plan for the new fiscal year must be included identifying the required training

an employee may apply for a deferral when the manager denies an application

based on operational requirements

o the deferral amount requested must equal the estimated cost of the denied activity (see Appendix C Forms – PDI Deferral)

o a copy of the denied PDI application must be included

the PDI application must still meet PDI criteria for approval

o the employee must show that they made every effort to attend training during

the fiscal year and were unable to access due to operational requirements

a statement explaining why PDI was not accessed from April 01 – March 31

CEO approval is required to support all applications for deferral and to verify the

validity of the request

regular criteria still apply to the application to ensure PDI criteria is met

deferral applications will be reviewed the PDI Office and submitted with recommendations to the Deputy Minister of Health for final consideration

the applicant will be advised in writing of the final decision by the Training Officer

Guidelines

deferred funding may not exceed the employee’s current available credit excluding any existing deferrals

deferred funds will not be transferred with the employee between health authorities or the department

relief workers and job share extended employees are not eligible to defer funds due to the flexible nature of their rotations/scheduling

employees who access PDI funding for travel within a fiscal year cannot defer funds to the next fiscal year

employees may not request a deferral/temporary increase of funds in consecutive years

the decision determined by the Deputy Minister is final 10.0 Evaluation Process

applicants are requested to complete an electronic evaluation survey to rate the program process

information gathered will be applied to the yearly review of the PDI programs

Guidelines

11.1 Appendix Governance

Guidelines

Manager’s Toolkit

Appendix B Resources:

o Application Process and Algorithm

o Leave Request and Entry Process and Algorithm

o Claims and Payment Release Process and Algorithm

o Travel Expenses

o Eligible Activities

o Eligible Position List

o PDI Rates by Community

o Training Officer – Contact Information

o Glossary

Appendix C Forms:

o PDI Application

o Learning Plan

o Request for Job Shadow/Mentorship/Practicum

o Request for International Travel

o Request for Prepaid Travel

o Request for Out of Territory Travel – DHSS

o Request for Deferral/Temporary Increase in Funds

Link to PDI Documents and Forms: http://www.practicenorth.ca/index.php?page=professional-development-initiative

11.2 References https://my.hr.gov.nt.ca/employee-services/travel/duty-travel

http://www.practicenorth.ca/index.php?page=professional-development-initiative

https://my.hr.gov.nt.ca/employee-services/travel/duty-travel

What do I do with PDI Applications? Definitions: The Professional Development Initiative Program (PDI) program provides eligible Department of Health and Social Services (DHSS) and Health Authority frontline professionals, clinical staff and managers with funding to develop health and social services skills, to provide general training or development activities directly relevant to employees’ roles, or to maintain license requirements. The monies are not intended to replace existing funds used for statutory and/or mandatory training. Action: Applicants who travel without prior written approval from the Training Officer, will not in any circumstances, be covered by insurance, nor will they be reimbursed for costs. Review the PDI application and attached documentation, ensuring that it meets the learning needs identified in the current learning plan. Follow the Learning Plan Template with the employee and identify areas requiring development or continual learning. Succession planning and long term goals may be used to develop the learning plan. Ensure that operational requirements are considered prior to supporting the application. Sign the application form, supporting approval or denial and return the package to the employee. The employee must submit the package to the Training Officer for final funding approval. The review time for PDI funding averages two weeks and supported applications must be submitted to the Training Officer six weeks prior to the travel or activity date. Applicants should have allowed enough time to book travel and tuition after receiving written approval from the Training Officer. For applications requesting international travel, the application must provide a written rationale stating why the activity is unique, the learning opportunity is not available in Canada and how it will directly benefit the employee and employing department. If the funding is tentatively approved by the Training Officer, the PDI Office will forward the application to the Authority Chief Executive Officer (CEO) for support. The PDI Office will update the employee on the status through the process. The supported package will be sent by the PDI Office to the Deputy Minister of Health for final approval. This process may take six to eight weeks. Department staff will be required to initiate a travel authorization on SAM and Health Authority staff must sign a Non-GNWT Travel Authorization & Expense Form provided by the PDI Office for submission to the Training Officers for approval prior to PDI travel. The Training Officers will provide a scanned approved copy to the employee. The employee will provide to the manager and the DHSS Finance department.


After receiving confirmation of PDI funding approval from the Training Officer, approve PD (PD1 in PeopleSoft) or travel hours in attendance records to a maximum of 37.5 hours plus travel time. No overtime may be granted for attending PDI activities Relief workers and Job Share employees do not qualify for PD1. PD1 salary is paid by the employing department, as salary is not a PDI expense. References & Authorities: Duty Travel http://www.hr.gov.nt.ca/unw-collective-agreement/article-45-duty-travel As per the GNWT Learning and Development Policy: http://our.gnwt.ca/dept/hss/Employee%20Information/Learning,%20Training%20and%20Development%20Guidelines.pdf PDI Guidelines 2018/19 PDI Appendix B and C: Resources and Forms

http://www.practicenorth.ca/index.php?page=hss-human-resource-strategic-plan

For more information contact the Training Officer: PDI E-mail: [email protected] Inuvik, NT Phone # 867-777-8113 e-mail: [email protected] Health Authorities/Departments eligible for PDI

– Beaufort-Delta Region – DehCho Region – Department of Health and Social Services – Fort Smith Region – Hay River Health and Social Services Authority – Sahtu Region – Stanton Region – Tlicho Community Services Agency – Yellowknife Region

http://www.hr.gov.nt.ca/policy/hrm/

http://www.hr.gov.nt.ca/unw-collective-agreement/article-45-duty-travel

http://our.gnwt.ca/dept/hss/Employee%20Information/Learning,%20Training%20and%20Development%20Guidelines.pdf

http://our.gnwt.ca/dept/hss/Employee%20Information/Learning,%20Training%20and%20Development%20Guidelines.pdf


mailto:[email protected]

DEPARTMENT OF HEALTH AND SOCIAL SERVICES PROFESSIONAL DEVELOPMENT INITIATIVE 2018.19

Application Process

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Determine eligibility

o Query PDI Office on PDI eligibility – Reference Employee ID in E-mail to [email protected]

o Review PDI Processes/Guidelines Print the forms:

o http://www.practicenorth.ca/index.php?page=hss-human-resource-strategic-plan

Complete Package

o Complete Learning Plan with manager input o Locate activities directly relevant to role, professional skills or for CME credits o Prepare a Basic Package:

• PDI Application Form • Learning Plan • Link or Brochure

Additional Forms • Job Shadow/Mentorship/Practicum • Request for International Travel

Submission and Timeframes

o Submit application form, learning plan and PD1 leave request to your manager

for support and approval of leave o Submit a manager-supported application package for consideration to the PDI

Office • Include all supporting documentation • Scan or fax the package to: [email protected] or 867-777-8093 • Your submission will be acknowledged by e-mail

o Adhere to Submission Time Limits

• Canadian Travel 6 weeks’ notice • International Travel 8 weeks’ notice



Application Process

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Review process & Determination

o PDI Office reviews the package within two weeks of submission o Respond to the Training Officer queries for information during the review process o Funding Approved Via E-mail Notification – Criteria Met

• Reimbursement OR

• Prepayment

o Funding Denied Via E-mail Notification – Criteria Not Met • Options may be provided • Reconsideration with further documentation • PDI Office Determination is Final

Purchase and Travel Authorization Submission

o Reimbursement - Purchase Registration, Airfare, Hotel or Resource OR

o Prepayment - Submit Request for Prepaid Travel and Registration Form

o Submit a signed Travel Authorization BEFORE DEPARTURE • include your travel dates to and from, your signature and mode of travel • the Training Officer will authorize the training as delegated by your CEO

Completion o Within 10 days of Completion of Travel/Course – scan/fax ALL receipts to PDI

Office


Leave Request and Entry Process

PDI Leave and PDI Travel Leave:

PDI Leave and Travel Leave is used to replace regular scheduled hours that occur during an approved PDI activity or approved travel time to attend the activity.

Overtime cannot be claimed as PDI training cannot be mandatory. Weekends and afterhours cannot be claimed as paid time is the employee was not scheduled to work.

o All leave is approved by your manager Leave is not guaranteed by PDI as it is salary paid by your department and dependent upon operational requirements

o Full time employees may request up to 37.5 hours of Professional Development (PD1) Leave and up to four days (30 hours) of travel time from their employing managers at their health authority or department

o Part-time, Job Share and Relief may request time pro-rated to the percentage of his/her positions Full Time Equivalency (FTE)

• Relief staff will be pro-rated based on the REG-Like hours worked in the previous

fiscal • Beaufort-Delta and Stanton Territorial Staff may apply for a total of 37.5 hours

Time Sheet Entry:

Enter Professional Development (PD) Leave and any other requested Leave

o Enter as PD1 is PeopleSoft or PDIU in ORMED o Enter in the attendance register PD1/PDUI to replace regular scheduled hours during the

activity o Enter travel hours calculated according to the following:

• actual travel time as stated on ticket if it falls within regular working hours • one hour for airport departure/arrival within NWT • one hour for airport arrival and overnight stopovers outside of NWT • two hours for airport departures originating outside of NWT • actual time in airport awaiting connecting flight • other time, e.g. annual leave

o Travel leave may only be claimed on actual days of travel where the employee has been

scheduled to work o Employees may combine other approved leave with PD hours


Claims and Payment Release Process

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IMPORTANT: Employees who have chosen to travel before receiving written travel authorization and funding approval from the PDI Office will not be reimbursed.

Summary of Employee Responsibilities: • Review your approved PDI budget detailed on the Travel Authorization for Non-

Government Employees attached to your letter of approval.

• Airfare and Accommodation costs are combined and hotels capped at $200 per night

• Tuition and taxis to and from the airport will be detailed

• Notify the PDI Office of any banking changes in the last 24 months or since the last PDI usage

• Track your expenditures to ensure expenses do not exceed your approved budget

• For prepaid travel and accommodations, call the agent or after hours number on the itinerary if there is a problem

• Submit ALL receipts within ten (10) calendar days of the purchase or completion of travel to the PDI office including checkout statements for prepaid accommodations

• Review the draft expense claim from the Training Officer and/or make any adjustments as directed in SAM

• Advise the PDI Office if payment has not been received by within two (2) weeks of receiving the Summary of Expenses from the PDI Office as your claim is submitted to Financial Shared Services prior to the Summary release

• Complete the electronic evaluation survey found at the link on the Summary e-mail



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1. Submission Deadlines

The employee has ten (10) calendar days after the completion of their travel or purchase of the resources or course to submit their receipts via scan or fax for processing

Send to [email protected] or fax 867-777-8093.

2. Required Receipts

Do not submit or mail originals – keep these for your records

If you are not claiming for a cost reimbursement on an itinerary or registration, write on the receipt “Do Not Claim”

Receipts will include

o Tuition, Registration or Associated Fees: o Resources: o Itinerary and Airfare: o Gas Receipts where mileage is being claimed in lieu of airfare o Hotel Checkout Statement including where hotel was prepaid o Taxi, shuttle for transport to and from the airport only o Private accommodations and taxis $10 and under do not require receipts

Funding will only cover the approved travel day of the training

3. The Expense Claim

Authority Staff:

• Scan or fax receipts and a note if claiming private accommodations or taxis without receipts to the PDI Office

• Submissions will be acknowledged via e-mail and will be reviewed within two weeks of receipt

• The PDI Office will draft a claim for employee review using the eligible receipts submitted including prepaid expenditures

• The draft claim will be e-mailed to the employee for review

• The employee has 48 hours to request changes or further review. After 48 hours with no response, the claim will be submitted for payment release as is.




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• When the employee agrees to the claim, sign and scan back the Expense Claim.

Department Staff:

• Generate an Expense Claim on SAM detailing the costs for the expenses and receipts being claimed

o Do not press submit

• Print, sign and scan with receipts and a note if claiming private accommodations or taxis without receipts to the PDI Office

• Submissions will be acknowledged via e-mail and will be reviewed within two weeks of receipt

• The PDI Office will review the claimed expenses and respond with any changes or amendments required to the Expense Claim

• The Expense Claim will be approved and signed by the PDI Officer and scanned along with receipts, the signed Out of Territory Approval Letter, the Travel Authorization Form and the Letter of Approval, back to the employee with a Summary of Expenses

• The Summary of Expenses will instruct the employee to “submit” the claim in SAM and to print and forward the scanned Claim with the Original to the Finance Department for payment release

• The employee manager and Comptroller at DHSS Finance will be copied.

4. Summary of Expenses

The Summary of expenses will identify the expenditure by Tuition, Travel and Resources and the total PDI to date and the amount of reimbursements or total prepaid.

• The claims are recorded and submitted to Financial Shared Services for Payment Release.

• Funds are direct-deposited into the employees account listed with SAM within two weeks of receiving the Summary.

• The employee is requested to provide feedback on the program by completing the Electronic Survey on the link in the Summary of Expenses letter.

• Employees are to contact the PDI Office, if payment has not been received at the end of the two week period.


Travel Expenses

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Important:

• PDI does not provide CASH advances • PDI will offer reimbursement or pre-payment of tuition, airfare and accommodation • Resources will not be prepaid • Tuition/registration may only be prepaid where VISA is accepted • The most economical airlines and hotels should be utilized • Government ID is required by employees • Government rates should be used • Hotel costs cannot exceed $200 per night • Excess baggage costs and airline change fees are not covered under PDI • Cancelled trips where prepaid costs were incurred, will result in the recoveries from

the employee – see guidelines • Applicant is not eligible for GNWT automobile insurance unless car rental is pre-

approved All claimable expenditures will be identified on the Travel Authorization budget breakdown attached to the letter of funding approval. Prepayments and reimbursements will be capped at the budgeted amounts for Tuition, Combined Airfare (mileage equivalent) and Accommodations and Taxis (to /from the airport only) and resources. Receipts:

Receipts are required for the reimbursement of:

• Tuition/Registration, Membership, Resources, Airfare, Gas, Hotel, First Baggage (Air

Canada/West Jet) and Ground Transport (Taxis, shuttle) over $10 (to and from airport)

• Submit to the PDI office with the travel expense claim via fax or scan • Retain originals receipts and send copies only via scan or fax • If foreign currency used, submit a copy of the bank or card statement showing the

conversion to Canadian Funds • A signed statutory declaration may be accepted where receipts are missing and

irreplaceable.


Travel Expenses

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Airfare or Mileage Equivalent Travel expenses for airfare or travel by vehicle will be reimbursed if preapproved on the Travel Authorization

• Submit travel itineraries and receipt of payment. • Change fees and excess baggage costs will not be covered • An agent fee of $65 will be charge for prepaid airfare through the PDI Office • The most economical fares/flights must be utilized • Airfare is budgeted on the Travel Authorization Form • Mileage equivalent is calculated when the employee chooses to drive in a private or

rental vehicle instead of using an airline • The mileage rate plus gas receipts and or vehicle rental costs cannot exceed the

cost of airfare for the same distance • Driving is at the convenience of the employee, not the employer except from

Behchoko to Yellowknife, Tsiighetchic and Fort McPherson to Inuvik • GNWT has insurance coverage for Canada only:

o CDW insurance is required for all car rentals outside of Canada o Supplementary insurance will not be reimbursed o Decline Collision Deductable Waiver (CDW) offered by rental

company only if travelling in Canada • Only eligible PDI travel days will be reimbursed Accommodations: Submit a hotel checkout statement for both reimbursement and prepaid accommodations. Private accommodations must be identified when submitting the claim. The number of eligible nights will be identified on the travel authorization form. • An agent booking fee of $25 will be charged for pre-paid accommodations • Pre-paid hotel charges include room and deposit only • $50 night will be paid for private accommodations. • Hotel costs are capped at $200 per night

Taxis and Shuttle Receipts for $10 or more for travel from the home community to the airport, the airport to the hotel and vice versa may be claimed. Costs under $10 do not require receipts. References: https://my.hr.gov.nt.ca/employee-services/travel/duty-travel

https://my.hr.gov.nt.ca/employee-services/travel/duty-travel


PDI Appendix B Resources - PDI Eligible Activities

Activities or resources must be supported by a current learning plan and the employee’s manager. The activity must meet one of the following criteria: develop the employee’s health and social services skills, provide training directly relevant to his/her role or maintain his/her license requirement within that role.

Eligible activities include:

o Conference, Workshops, Certifications Registration and Associated Travel*Within Continental North America

o Job Shadow, Mentorship and Practicum Requirements and Associated Travel*Minimum of three (3) days

o Distance LearningContinuing education through distance and on–line learning, including courses, webinars and credit programs

o Resources and Memberships (Maximum expenditure $550 per fiscal)Texts, electronic reference guides, memberships (excluding registrations required to legally practice) and subscriptions to newsletters and journals used to support continuing learning, courses and current practice

o On-Site Group ActivityA group of individuals may apply to participate in a group funded on-site activity

*Travel includes Airfare (or Mileage Equivalent) &Transport to & from the Airport

PDI funding cannot be used for:

o Mandatory or Statutory training required to legally perform duties of a positionRegulated Licensure/Memberships, First Aid or CPR/BLS, Child and Family Services Information System (CFIS)

o Material Assets or ServicesPlatforms, electronic devices, tools, internet or telephone services, equipment or computer operational systems

o Salary, Sponsored Learning or Volunteer Service and Associated Travelo Personal Expenditures and Training of a Personal Interest

Insurance, room service, movies, extra hotel nights, phone calls, airfare change fees, excess baggage fees

o Perdiem, Childcare, On-site Local Transportation including car rental and taxis(except to/from the airport)

DEPARTMENT OF HEALTH AND SOCIAL SERVICES PROFESSIONAL DEVELOPMENT INITIATIVE 2018.19 PDI Appendix B Resources - PDI Eligible Position List

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Employees in the following positions may be eligible for the PDI program. Titles may vary from department to department and funding is based on preset criteria and the type of work identified in the assigned National Occupation Code (NOC) These frontline professional, clinical and manager positions require specific health or social services education, certification or licensing in order to provide or directly support day-to-day assessment of or care to residents of the Northwest Territories. • Activity Coordinator, Assistant & Aide • Aide – Clinical, Long Term Care, Nursing

& Operating Room • Audiologist • Coder • Combined X-Ray/Lab Technicians • Community Health Representative • Community Primary Care Worker • Counselors – Family, Drug & Alcohol,

Behavior Management, etc. • Day Program Coordinator, Programmer,

Facilitator or Assistant or Aide (includes Adult & Elder Programs)

• Dental Therapist • Diagnostic Imaging Technologist • Dietitian • Emergency Medical Services (EMS) • Environmental Health Officer • Family Support Worker/Visitor/Liaison • Health or Medical Records Technician or

Supervisor • Health Promotion Officer • Hearing Aid Practitioner • Home Support Worker • Home Visitor • Laboratory Assistants • Laboratory Technicians or Technologist • Lay Dispenser • License Practical Nurse • Mammographer • Managers, Health Care & Social Services • Medical Radiation • Midwife • Nurse Mentor

• Nurse Practitioner • Nursing Supervisors & Clinical

Coordinators • Nutritionist • Occupational Health & Safety Coordinator • Occupational Therapist, Assistant or Aide • Ophthalmic Technician • Pharmacist or Technician • Personal Outcome Support Worker • Personal Support Worker or Attendant • Physiotherapist • Prevention & Health Worker • Psychologist • Radiology Technician • Recreation Therapist, Coordinator or

Assistant • Registered & Psychiatric Nurses • Rehabilitation Therapist, Assistant or Aide • Rehabilitation Wellness Coordinator • Resident Care Aid • Reprocessing/STD Technician • Respiratory Therapist • Speech Language Assistant or Aide • Social Worker – Clinical, Medical, Family &

Child, Community Services, etc. • Sonographer • Speech Pathologist & Assistant or Aide • Ultrasonographer • Wellness Worker Other Positions that may qualify: • Quality & Risk Management • Health & Social Services Consultant,

Specialists, Coordinators & Planners • HSS Specific Directors may qualify


PDI Appendix B Resources - PDI Rates per Community

Community Rates Community Rates

Aklavik 3,700 Jean Marie River 3,350

Behchoko 3,100 Kakisa 3,000

Colville Lake 3,900 Lutselk'e 3,300

Deline 3,800 Nahanni Butte 3,990

Dettah 3,000 N’Dilo 3,024

Enterprise 3,000 Norman Wells 3,425

Fort Good Hope 3,750 Paulatuk 4,400

Fort Liard 3,000 Sachs Harbour 4,610

Fort McPherson 4,000 Trout Lake 3,980

Fort Providence 3,000 Tsiigehtchic 3,680

Fort Resolution 3,000 Tuktoyaktuk 3,830

Fort Simpson 3,600 Tulita 3,710

Fort Smith 2,000 Ulukhaktok 4,880

Gamètì 3,330 Wekweeti 3,300

Hay River 2,000 Whati 3,300

Hay River Reserve 2,000 Wrigley 4,032

Inuvik 3,550 Yellowknife 2,000

NOTE: Rates identified are the maximum amount paid per position. Actual funding is budgeted based on the projected tuition, economical airfare for travelling the day before and the day after the activity, and capped accommodations as calculated by the PDI Office.


PDI Appendix B Resources – PDI Office Contact Information

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Employees from the following territorial health and social services authority regions and department may contact the PDI Office through the Territorial Training Officer:

Angela McInnes Strategic Human Resource Program Specialist Telephone: 867-777-8113 Email: [email protected]

Generic e-mail: [email protected] Fax: 867-777-8093

• Beaufort-Delta Region • DehCho Region • Hay River Health and Social Services

Authority • Sahtu Region • Tlicho Community Services Agency

• Department of Health and Social Services • Fort Smith Region • Stanton Region • Yellowknife Region




PDI Appendix B Resources - PDI Glossary

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Advance (travel advance) funds given prior to duty travel to cover expenses Casual employment employment for a period of four months or less to do work of a temporary

nature Continuous service uninterrupted employment with GNWT; breaks between periods of job share

service do not interrupt continuous service Deferral carry-over, into the next fiscal year, of unused training funds Duty travel travel on authorized government business Fiscal year period of time from April 1 in one year to March 31 in following year Full-time equivalency (FTE)

number of total hours worked divided by the maximum number of regular scheduled hours in a full-time work year

Incidental reimbursable minor purchases incurred while on duty travel, e.g., gratuities, local phone calls

Indeterminate employment

employment on a continuing basis, with no specified end date

International travel travel to foreign country Job-share employment where two employees share the work hours of one full time position:

• Job-share extended/seasonal has a rotation of three to six months • Job-share part-time has a rotation of up to two weeks on and two weeks

off Learning plan process of identifying employee’s learning needs through performance

management process Locum a person who temporarily fulfills the duties of another while on casual

employment Mandatory Compulsory or required by law National Occupational Code (NOC)

designates position in occupational grouping; typically recorded in PeopleSoft

ORMED a financial management system Outstanding claim expense claim that has not been accounted for or closed Part-time employment employment on continuing basis for hours less than the standard work day,

week or month PeopleSoft Human resource data management system used within the GNWT Per diem amount allowed for cost of meals and incidental expenses (e.g. tips) when

travelling Pro-rate proportional settlement or distribution Recovery regain amount of money spent or owed REG-like hours real-time hours worked; do not include overtime, call back or shift deferential Relief employment indeterminate position for which there are no established hours; the worker

reports to work on an as-needed basis Resignation statement given, by letter normally, of intention to voluntarily leave job SAM Financial data management system used within GNWT; aka System for

Acccountability and Management


PDI Appendix B Resources - PDI Glossary

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Senior management a team of individuals, director level and above with managerial responsibilities Statutory required or permitted by law Term employment for fixed period and which at end of the period, the employee

ceases to be employed Time report PeopleSoft generated report of hours worked Transfer employee’s appointment to new position that is evaluated within same pay

range as employee’s former position Travel Authorization and Expense Claim

GNWT issued form providing Travel Authorization, Accountable Advance and Expense Claim (Form Travel Authorization & Expense Claim For Non GNWT/NWTHC Employees). On SAM, the Employee Travel Authorization (GNTEX-R121), Employee Expense Report (GNTEX-R120) and Employee Cash Advance (GNTEX-5500)

DEPARTMENT OF HEALTH AND SOCIAL SERVICES PROFESSIONAL DEVELOPMENT INITIATIVE 2018.19 PDI Appendix C Forms – PDI Application Form

Part A. Applicant Fill in form completely. Incomplete and late packages will not be reviewed.

Employee ID #:_______________ Position Title: ____________________________________________

Applicant Name: ______________________________________________________________________

Email: _____________________________________________ Contact #s: _______________________

Personal Mailing Address: ________________________________________________________

Full-time: Part-time: %: _______ Relief Worker: Job Share/Seasonal: Term:

Activity Title: Date: Location:

1.

2.

3.

o

o

Funding Support Requested*: _______________

•

•

prepayment is requested and eight weeks prior for international travel

I understand and do meet eligibility requirements; my learning plan supports the activity; and all supporting

information is complete and accurate; *funding approval and amount will be determined by the PDI Office.

I understand that if I travel before I am approved for funding from the PDI Office I will not be reimbursed.

_________________________________________________________________ ___________________

Employee Signature Date

Part B. Manager Supported Denied

____________________________ __________________________________ ____________________

Manager Signature Printed Name Date

Part C. Training Officer

Date Received: _____________________________ VID # ______________________________________ DD: ______

Authority #______ NOC:_________ Position #___________________ % of hours: ______ CS: ________________

Total Term:______ Term End:____________ Resignation: ____ Retirement: ___ Inactive Status: _____ Seasonal:____

Available PDI Credit: _____________ � Approved � Denied Reason: _____________________________________ Reviewer Signature:_________________________________

Reimbursement: resources airfare mileage hotel tuition

Waitlist:__________________________________

job shadow/mentorship/practicum request attached

International Travel: Completed Request for International Travel form attached plus letter of justification

o learning plan, activity brochure, website link and/or list resources

Statement of Verification

•

My package is complete and I am submiting to the PDI Office no less than six weeks prior to the travel activity or where

Prepayment: (PDI Credit card) airfare hotel tuition

Attachments

___________________________________________ _____________________ __________________________

___________________________________________ _____________________ __________________________

___________________________________________ _____________________ __________________________


Appendix C Forms – Learning Plan

__________________ Employee Signature Manager Signature Date Reviewed

Name: Department /Health Authority:

Position Title: Division/Unit:

Employee Identification Number:

Fiscal Year: Employee Status:

Full-time Part-time/ Job Share Term Relief

One learning plan should be created for the entire fiscal based on the needs identified in the employee's current performance appraisal. Include non mandatory certifications.

1. Learning Priorities

Identified topics for professional development, education and training.

2. Purpose of Training(Check)

Develop Health and Social Services Skills

Directly relevant to role/position

Maintain license requirements (not required to practice)

Succession plan

3. Describe how these areas will support and or enhance your service with the GNWT as a serviceprovider.


PDI Appendix C Forms - Request For Job Shadow/ Mentorship/Practicum

Purpose of Travel: Job Shadow, Mentorship or Clinical Practicum Professional Development Initiative (PDI) * Three (3) Day Minimum

Employee Statement: I, the applicant, agree to attend the arranged training at the facility and will obtain verification of attendance.

Applicant: Printed: __________________________________________________

Signature: ____________________________ Date: ______________

Organization/Facility and Location:

Activity Dates: Activity Dates: ___________________________________

Scheduled Training:____________________________________

State Skills To Be Developed

Contact person at Facility/ Institution E-mail Agreement Attached

Name: ___________________________________

Title: ___________________________________

Phone: ___________________________________

I, the Training Officer, certify that the following criteria have been met:

Activity is identified in the employee’s learning plan.

The opportunity has been agreed to by the facility.

The content of the goals are consistent with the needs identified in the learning plan and the

employee’s role.

Approved: ________________________________________________________ Training Officer Date

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PDI Appendix C Forms - Request For International Travel

Purpose of Travel: Education - Professional Development Initiative (PDI)

Employee Statement: I, the applicant, understand that I may claim up to the maximum PDI funding available to my position. Expenses exceeding this amount will not be reimbursed through additional PDI funds.

Applicant: Printed: __________________________________________________

Signature: ____________________________ Date: ______________

Destination:

Activity/Travel Dates: Activity Dates: ___________________________________

Travel Dates: ___________________________________

Activity Description:

Estimated Expenditures: Travel Costs: Tuition:

PDI Office entry: Budgeted Funds

$

I certify that the following criteria have been met: Activity is identified in the employee’s learning plan. Employee has not travelled on PDI International Travel in the previous fiscal. The opportunity or similar is not offered within Canada and is within Continental North America. Reasonable effort has been made to locate the opportunity or similar in Canada. Rationale has been provided stating why the course is unique; why it is not available in Canada;

how it meets the applicant’s identified learning needs and the benefits to both the employee andemploying department.

Required Approval - HSS Outside NWT / Canada Travel Authorization (Department of HSS Employeess) NTHSSA Outside NWT / CanadaTravel Authorization (NTHSSA Employees)

HSS - Finance October 26, 2016

HSS Outside NWT / Canada Travel Authorization

(This form must be attached to the SAM Travel Authorization Form along with copy of meeting/conference agenda)

Travel Authorization #: __________________________________ Employee:____________________________________________ Per FAM 2001 Duty Travel Directive 4.17.1 and FAA Delegation 19 (2) approval for all duty travel outside of the Northwest Territories has been delegated to the Assistant Deputy Ministers. Per FAM 2001 Duty Travel Directive 4.17.2 approval for all duty travel outside of Canada has been delegated to the Deputy Minister. Per FAM 2001 Duty Travel Directive 5.4.1 government employees should travel using the most cost-effective course to their destination and return home. Unless it is considered not cost-effective or scheduling problems would be created, employees should use northern-based carriers with scheduled services directly to their southern destination. Travel must be booked either directly with the carrier or through a northern travel agency. Arrangements cannot be made through third parties, such as Expedia. Examples where a non-Northern carrier may be considered appropriate include: - Cost of overnight stay and additional per diems increases overall cost of trip - No seat availability on northern carrier - Unreasonably long layover - Requirements to meet other scheduled commitments Explanations for any travel booked on a non-Northern carrier must be documented and attached to the travel authorization. Is travel to and from Yellowknife on a northern carrier? YES or NO If NO – provide explanation for use of non-northern carrier – see FAM 5.4.1 above: __________________________________________________________________________________________________________________________________________ Approval for Outside NWT Travel: Approval for Outside Canada Travel:

Director Recommendation: _________________________________________

Signature Date Assistant Deputy Minister: __________________________________________

Signature Date

Deputy Minister Approval ___________________________________________

Signature Date

ARCS 4030-30

NTHSSA - Finance May 2017

NTHSSA Outside NWT / Canada Travel Authorization

(This form must be attached to the Travel Authorization Form along with copy of meeting/conference agenda)

Travel Authorization #: __________________________________ Employee:____________________________________________ FAM 2001 Duty Travel Directive 4.17.1 The Deputy Head shall authorize, in writing, all duty travel outside the Northwest Territories. FAM 2001 Duty Travel Directive 4.17.2 All duty travel outside of Canada must be approved by the Minister (or delegated to DM in DHSS) in writing. FAM 2001 Duty Travel Directive 5.4.1 Government employees should travel using the most cost-effective course to their destination and return home. Unless it is considered not cost-effective or scheduling problems would be created, employees should use northern-based carriers with scheduled services directly to their southern destination. Travel must be booked either directly with the carrier or through a northern travel agency. Arrangements cannot be made through third parties, such as Expedia. Examples where a non-Northern carrier may be considered appropriate include: - Cost of overnight stay and additional per diems increases overall cost of trip - No seat availability on northern carrier - Unreasonably long layover - Requirements to meet other scheduled commitments Explanations for any travel booked on a non-Northern carrier must be documented and attached to the travel authorization. Is travel to and from Yellowknife on a northern carrier? YES or NO If NO – provide explanation for use of non-northern carrier – see FAM 5.4.1 above: __________________________________________________________________________________________________________________________________________ Approval for Outside NWT Travel: Approval for Outside Canada Travel:

Supervisor Recommendation: ________________________________________

Signature Date

COO Recommendation: __________________________________________ Signature Date

CEO Approval: __________________________________________

Signature Date

DHSS Deputy Minister Approval ________________________________________________

Signature Date


PDI Appendix C Forms – Request For Prepaid Travel and Associated Costs • An agent fee will be applied.• The client is responsible for any change fees or additional charges not authorized below.• Room charges cannot exceed $200 per night (includes room, deposit and taxes only).• All communication must be by e-mail.

Name on ID: __________________________________________________________________________

Email: _______________________________________ Cell # (Required): _________________________

Prepayment of: � Airfare Hotel Write travel and or hotel request below.

Round Trip One Way Multiple Stops

1. Travel Date: ______________ From: To: . AL: __






AL = Airlines Requested – Use the codes below i.e. AC for Air Canada

Air Canada (AC) Air Tindi (AT) Buffalo Air (BA) First Air (FA) North-Wight Air (NW)

Air North (AN) Aklak Air (AA) Canadian North (CN) Northwestern Air Lease (NL) West Jet (WJ)

Destination #1: _______________________ Check In Date: ___________ Check Out Date: __________

Total Nights: ___ Hotel _________________________________________________________________





Part B. Training Officer Payment Authorization

Travel Expenses $ Region:Prepaid Cap: Fee $

Authorized by: Date:

Part C. Travel Agent Top of The World Travel – Cindy Radford Toll-free: 1-800-837-8922

E-mail: [email protected] Phone# 867-766-610 Fax # 867-920-7535

After hours only – immediate hotel/flight issues – call 1-855-536-6111 quote an “SOS” code of I7FA – fee applies

Part A. Applicant PRINT CLEARLY IN BOX Letters Complete Fully

Book a Flight

Book Hotels

Max. # hotel nights


The Application Process

Review PDI Processes/ Guidelines Query PDI Office on Eligibility – Reference Employee ID in E-mail to [email protected]

Complete Learning Plan with manager input

Manager must approve leave and support the PDI Package by signing

Request PD1 Leave

Prepare a Basic Package: • PDI Application Form • Learning Plan • Link or Brochure

Additional Forms: • Job Shadow/Mentorship/Practicum • Request for International Travel

Locate activities directly relevant to role, professional skills or for CME credits

Scan or fax Package to the PDI Office [email protected] or

867-777-8093

Print the Forms: http://www.practicenorth.ca/index.php?page=professional-development-initiative

PDI Office Reviews the Package within

two weeks of submission

Funding Denied via E-mail Notification Criteria Not Met

Options May Be Provided

Reconsideration with Further Documentation

Funding Approved Via E-mail Notification

Criteria Met

International Travel 8 weeks’ notice

Canadian Travel 6 weeks’ notice

PDI Office Determination is Final

Reimbursement

Prepayment

BEFORE DEPARTURE Submit

Travel Authorization Form

Purchase Registration, Airfare, Hotel or Resource

Submit Request for Prepaid Travel and Registration Form

Within 10 days of Completion of

Travel/Course – scan/fax ALL receipts to PDI Office

Adhere to Submission Time Limits

Part 1 Part 2 Part 3

Part 4

Part 5a Part 6

Part 5b

Part 7



Professional Development Initiative (PDI): PD1 Leave

Part-time Time is pro-rated i.e. 30 hour work week = 80%

Claim during active rotation Time is pro-rated/50%

Ineligible for PD1 leave

Job Share

Relief

PD1 Travel Leave may replace regularly scheduled work hours where travel outisde the community is required

PD1 Leave: 37.5 hours or 5 days per fiscal

PD1 Travel Leave: 30.0 hours or 4 days per fiscal

Actual dates

Beaufort-Delta and Stanton do not pay PD1

PD1 Leave is paid by your employing department

Leave approval is at the discretion of your manager

PDI Leave replaces scheduled work hours to attend an approved training activity

Cannot be used for study time

*Code both as PD1 in your attendance

records

In Summary, a maximum of 37.5 hours of PD1 Time and 30.0 hours of PD1 Travel Time may be used per fiscal year

Position Limitations

Claim PD1 Time during actual activity to replace scheduled work hours

Claim PD1 Travel Time during actual travel days to replace scheduled work hours

Claim PD1 Travel one hour prior to NWT departure and one hour after NWT arrival

PD1 Leave

PD1 Leave: Time and Travel

Time Limitations

Time Entry

No Overtime will be paid for PD1 Time or Travel Time

Expense Claim/Reimbursement Process

Airfare or Mileage Equivalent*

Receipt and Detailed Costs of Resources

Tuition, Registration and/or Resources Purchases

Funding will only cover the approved travel days and the days of the training

Draft Claim Scanned to Authority Employee for Review & Signature

Checkout Receipt for Hotel/B&B

Submission Deadlines

Tuition/Registration – may be submitted

with Travel

PDI Office Submits Claim to Financial Shared Services

*Mileage Equivalent = Preset Mileage + Gas Costs up to the cost of the quoted

Airfare

Employee Receives an Expense Summary

10 Calendar Days after Completion of Travel, Course or Resource Purchase

No receipt for Private

Accommodation –

Funds are Direct-Deposited within 2 weeks

Employee Completes the Electronic Survey

Accommodations Hotel or Private

Taxi/Shuttle Receipts ($10+)

to/from airport only

Submit the Itinerary/Air Fare

Receipt or Gas Receipts

Scan or Fax Receipts to PDI Office (867) 777-8093 or [email protected]

Claim for Travel Expenses Airfare/Mileage, Accommodations & Taxi

Submissions reviewed within two weeks of receipt

PDI Office Enters Allowable Expenses on Expense Claim or Verifies DHSS Generated Expense Claim

Claims Process Authority Employees

Membership & Subscription Fees

Receipts

Employee Signed Claim Faxed/Scanned back to PDI Office


Department/DHSS Employee Claims

Airfare or Mileage Equivalent*

Receipt and Detailed Costs of Resources

Tuition, Registration and/or Resources Purchases

Funding will only cover the approved travel days and the days of the training

Checkout Receipt for Hotel/B&B

Submission Deadlines

Adjustments to claim made at this time

Tuition/Registration – may be submitted

with Travel

*Mileage Equivalent = Preset Mileage + Gas Costs up to the cost of the quoted

Airfare

PDI Office Scans SAM Expense Claim with Receipts, Out of Territory Approval, Travel Authorization and Funding

Approval Letter to Employee with a Summary of Expenses

10 Calendar Days after Completion of Travel, Course or Resource Purchase

No receipt for Private

Accommodation –

Funds are Direct-Deposited within 2 weeks

Employee Completes the Electronic Survey

Accommodations Hotel or Private

Taxi/Shuttle Receipts ($10+)

to/from airport only

Submit the Itinerary/Air Fare

Receipt or Gas Receipts

Scan/Fax a signed SAM Generated Expense Claim with Receipts to the PDI Office (Do Not Press Submit)

(867) 777-8093 or [email protected]

Claim for Travel Expenses Airfare/Mileage, Accommodations & Taxi

Submissions reviewed within two weeks of receipt

PDI Office Verifies DHSS Generated Expense Claim

Claims Process for Department Employees

Membership & Subscription Fees

Receipts

Employee “Submits” in SAM – Send Scanned Copies and Originals to Finance

Coding: GL UNIT: GNWT1 ORG: 49095 Account: 53560 Fund: 01 Area: 11 Settlement: 105 Program: 50105
