When do I apply?
You must apply for funding during the application period within the semester that the course starts. Please plan ahead!
||Course Start Date
||EDT Application Submission Period
||Completion Form Due Date
|Fall||September 1 - December 31||August 15 - November 15||April 30|
|Winter||January 1 - April 30||December 15 - March 15||June 30|
|Spring||May 1 - June 30||April 15 - May 31||August 31|
|Summer||July 1 - August 31||June 15 - July 31||December 31|
How do I apply?
For Professional and Personal applications you must use the online database: mrustaff.ca/applyedt. For Bursaries please complete this use this form (also linked on MRSA website under Member Resources)
and submit to the MRSA office prior to the deadline
How many applications can I submit per budget year (July 1-June 30)?
5 Professional Development applications and 10 Personal Development applications.
What is considered Professional Development?
Professional development must be relevant to the applicants career at Mount Royal University and must benefit both the individual and Mount Royal University. Courses that are taken to maintain or upgrade employment-related skills are acceptable and because they relate to the applicants current or future responsibilities are not considered a taxable benefit. It is also the assumption that the applicant will continue their employment at Mount Royal University once the course is completed. Reimbursement is contingent upon the course completion, passing grades (a minimum of a 2.0 GPA for credit courses) received and employment status at Mount Royal University.
Why do I have to explain the reason for taking the course and the relevance to my position at MRU?
This is the proof required for applying for Professional Development versus Personal Development.
What is considered Personal Development?
Courses that are personal interest or technical skills not related to the applicants employment at Mount Royal University and are taken mainly for the applicants benefit will be considered a personal interest course and are therefore a taxable benefit. These may include credit and non-credit courses, workshops, and conferences that are not relevant to the applicants career at MRU. MRU Recreation courses are covered by Personal development EDT funds.
What is proof of cost?
EDT requires documentation that clearly indicates the cost of the activity. A receipt with just a total does not indicate proof, however pairing the receipt with other proof would work (ie. screenshot of course cost webpage from the institution/organization or an email from the institution) EXAMPLE.
What if the course was paid with USD or other foreign funds?
EDT requires proof of the cost in the foreign funds as well as the proof of conversion to CAD. A credit card statement usually has this conversion, or take a screen shot of the exchange rate from a site such as the Bank of Canada Exchange Rate site.
What will I be reimbursed for?
EDT covers the cost of taking the course (tuition and mandatory student fees), the conference/workshop registration fees, and MRU Recreation group classes (must be at least 4 or more in the group). Any GST charged is also covered.
What is not covered by EDT?
Any fees outside of the tuition and conference registration/workshop fees are not covered. Recreation courses not taken at MRU are not covered. Textbooks, examinations, membership dues for professional designations/clubs, individual lessons (must be a minimum of 4 participants), transportation, parking, and lodging fees, and optional meals/activities are also not eligible for EDT funding.
Is MRU Recreation's new FLEX PASS eligible for EDT funding?
YES! The receipt from Recreation that includes the cost and valid semester is the easiest documentation to provide. The start date is the first date of the valid semester OR the date of purchase if the semester is underway. The end date is the very last day of the semester.
How do I edit my application?
Go to the mrustaff.ca/applyedt site and use the Look Up (Edit) tab. Enter the Reference Number and click the blue button to load your application. The cost and reason the course is Professional development fields can be edited, and a new PDF can be uploaded (note: each PDF upload replaces the previous). Click the "submit" button when finished. You will be emailed a confirmation of the edit.
NOTE: each new PDF upload replaces the previous documentation.
How do I manage my application?
During the application process, emails will be sent as confirmations. The Reference Number will be referenced in each email, and it will be required for the reimbursement process. You can create an email folder entitled "EDT" for all the information to be stored. Another idea is to create an event or task in your calendar on the course / activity end date as a reminder to complete the attendance step of the application.
Why do I get so many emails?
The application database automatically sends out emailed confirmations when steps are done. At minimum there will be 5 emails throughout the process: application submitted, application approval, proof of completion submitted, proof of completion step approval, and 'payout is in process' notification. You will also get emails if you are missing information from your application or if the Committee requires more information.
When does the Attendance step need to be done?
The Proof of Attendance must be submitted by one semester following the completion date of the course or funds will be re-allocated and the application will be cancelled (eg. if the end date is February 10 the Proof of Attendance step must be done before the end of Spring semester, June 30).
How do I do the Proof of Attendance step?
Go to the mrustaff.ca/applyedt site and use the Attendance tab. Enter the Reference Number, and click the checkbox that states: 'I have completed the course as applied for'. Professional applications require documentation (PDF format, must be named lastname_firstname format) uploaded as proof of completion, but Personal applications do not. Lastly, click the blue "submit" button.
What counts as Proof of Attendance?
The proof of attendance depends on the type of Professional development. Some examples of proof include: final grade statements, "attended" statements, a copy of the certificate received, letters from the instructor, signed Proof of Completion form (it can be signed by the facilitator or by the applicants supervisor). For conferences EDT can also accept a scan of the conference badge.
I have used all my Professional apps, can I use the Personal funding now?
No. Each pool of funding is separate and you cannot use both for the same purpose.
How much will I be reimbursed?
Funding is based on the number of applicants applying in that semester, the amount requested by each applicant, and the amount allocated to the funding period. The maximum reimbursement is $200 for Personal applications and $1000 for Professional applications.
How do I get reimbursed?
Once the Proof of Attendance step is done, EDT committee members must do a final approval, and the MRSA Admin regularly runs a report of completed applications. This report is sent to Payroll, and at this time you will be emailed to notify you of the reimbursement amount. Payroll will add the amount(s) to your pay, under separate line of "Tuition Reimbursement Non-Taxable" (for Professional applications) or "Tuition Reimbursement Taxable" (for Personal applications). The time frame for this depends on where Payroll is in the pay cycle when they receive the reimbursement report. (No payouts can happen until the semester application period has closed).
When do I get reimbursed?
The earliest that payouts can happen is after the semester application period has closed. Timing also depends on when the Committee members are able to process the application as there are several overlapping stages of applications and funding periods. When you receive the email with the reimbursement amount you will know that Payroll is working to add the amount to one of the following pays. The time frame for this depends on where Payroll is in the pay cycle when they receive the reimbursement report from EDT.
Can I be reimbursed to a FOAP?
Reimbursement goes through Payroll and is added to your pay; it cannot be reimbursed via any other method including transfer to FOAP.
What if my Department pays for the course?
You can still apply for EDT funding, just indicate that the course / activity is department paid in the appropriate section. The application is subject to the same EDT policies and procedures, and follows the same payout process. There is no assurance that you will receive EDT payment in full. The reimbursement awarded for work related activities paid for by MRU will be paid to the Employee, who will then reimburse their Department. If the application is not approved or partially reimbursed it will remain the responsibility of the Employee's Department to fund the full cost of the work related activity.
What if my Manager/Supervisor requests that I take a course?
If it is a specific request from your Manager/Supervisor, the Department should be willing to pay for that course. Given that funding can be difficult at this level, you may apply for funding through the EDT program.
Will my Manager/Supervisor have access to my application(s)?
Only if you have indicated that the course is paid for by your Department and the application includes their contact information. They will be emailed upon application submission as well as the payout notice.
I switched courses, can I transfer an application?
Applications are non-transferrable. If you transfer to another course you must cancel the original application and place an application for the new course, even if it is the same cost.
I just found out about a course, can I apply for funding after the deadline?
Late applications cannot be accepted.
What if I withdraw from a course or it is cancelled?
Inform the EDT Committee by email (email@example.com) as soon as possible so that the money can be reallocated.
Will I receive funding if I take a recreation course outside of MRU?
No, the funding budget for these courses is limited. MRU Recreation offers a great variety and at a member's price. It makes financial and economic business sense to keep MRU dollars within MRU
What if I take a course from a post secondary institution but it is not relevant to my current position?
If the course is not relevant to your career at Mount Royal University, the course will be considered a Personal Development course and will qualify for funding as such. For example, photography, art courses, floral design - are courses offered at postsecondary institutions but to qualify for Professional Development they must be relevant to your career.
I forgot to do the proof of completion by the deadline, can I still get funding?
No. Once an application is cancelled the funding is reallocated. If there are extenuating circumstances email the committee at firstname.lastname@example.org or contact the MRSA Office.
I was not able to make the necessary edits to my application before the deadline; can I still get funding?
No. Once an application is cancelled the funding is reallocated.
Are Probationary Employees eligible for EDT funding?
Probationary Employees new to the University are not eligible for EDT funding; they must be passed the 6 month probationary period before they can apply.
Are members that are on Leaves of Absence (Maternity, LTD, Unpaid Leaves of Absence) allowed to access EDT funding?
No, EDT policy states that applicants must be MRSA dues paying members at the time of application for EDT funding. Our Constitution states that the University collects dues from the members' pay; if a member is not getting paid, they should not be paying dues. Members cannot opt to pay dues during these leaves.
What if I leave MRU?
It is the assumption that the applicant will continue their employment at Mount Royal University once the course is completed. Reimbursement is contingent upon the course completion, passing grades received, and active employment status at Mount Royal University. If you are no longer an Employee of MRU at the time of course completion you will not be eligible to receive a reimbursement. If your course end date is prior to your end date, you are still eligible for funding.
How can I appeal a decision?
If you are not satisfied with an EDT Committee decision, email the committee at email@example.com appealing the decision, and copy it to the MRSA President. The appeal will then be discussed at the EDT Committee meeting. If a decision cannot be made, then the decision will be reviewed by the MRSA President, who will make the final decision.