Training & Development (T&D) Guidelines and Reimbursement Process

Appropriate Expenditures

Training and Development (T&D) funds can be used for:

• Full or partial payment of tuition, registration fees, program costs, books, and materials.
• Reasonable travel expenses directly related to a T&D activity.
• Lodging and meals necessary for a T&D activity.

Note: All campus policies regarding travel-related reimbursements, including the meal reimbursement policy, apply to T&D funds. More details: http://travel.ucdavis.edu.

Inappropriate Expenditures

T&D funds cannot be used for:

• Business travel and meetings unless they have a bona fide T&D component.
• Routine business meetings at the Office of the President or another campus.
• Professional memberships unless combined with T&D activities where the total cost is less than or equal to the activity cost for a non-member.
• Office equipment such as computers, software, or cell phones.

Training and Development Opportunities

Leverage T&D funds by considering programs such as:

• UC Davis Organizational Development Services (ODS): Tailored services for organizational improvements.
• UC Davis Staff Development & Professional Services (SD&PS): Customized course topics.
• UC Davis Extension: Various courses and certificate programs.
• University of California Business Office Institute (BOI)
• University of California Computing Services Conference (UCCSC)
• Western Association of College and University Business Officers (WACUBO)

Note: While T&D funds can support travel-related costs, departments are encouraged to use their own funds for high-cost travel to maximize the benefit of T&D funds for actual training activities.

Submit T&D Reimbursement Requests

1. Complete the Smartsheet Form:

• Access the T&D Division Reimbursement Form to submit your T&D reimbursement request.
• Fill in all required details, including the description of the T&D activity and associated costs.

2. Routing for Approval:

• Once submitted, the form will automatically route to your department/division T&D contact (see below) for review and visibility. T&D Division Contact List (link the attached document).

3. Visibility for T&D Contacts:

• Those on the T&D contact list will have a dynamic view of all submitted requests, allowing them to monitor and manage approvals efficiently.

4. Final Steps:

• After approval, your reimbursement request will be processed. Please allow 30 days for reimbursement. 

Note: This step is for Division reimbursement only. For reimbursement to the employee, please submit your claim in the AggieExpense system as well.

T&D Contact List

Please contact HRAdmin@ucdavis.edu to request changes.