Department of Physical Medicine and Rehabilitation: Procedure for Professional Development and Travel

Unit Procedure

Title

Department of Physical Medicine and Rehabilitation: Procedure for Professional Development and Travel

Introduction

Purpose

This Policy provides Department of Physical Medicine and Rehabilitation (PM&R)-specific guidelines for obtaining professional development leave and funds.

Scope

Part-time and full-time faculty/staff that hold a primary appointment in PM&R. Eligibility is also based on job class of the employee (Physicians, APP, etc.).

Procedure

Guidelines

  1. Faculty and staff members are expected to utilize the most efficient methods to gain additional professional knowledge and skills for their profession.
  2. Travel expenditures related to professional development should demonstrate judicious use of University funds and must comply with the University travel and expenditure policies. Valid receipts and other documentation are required for all professional development and travel expenditures.  For additional information, please consult the UNC travel expense policy: UNC Travel policy.
  3. At least annually, the PM&R Chair and ACA will review and approve the amount of financial support and leave for each job class, which is dependent upon availability of funds. The amount of funds and leave will be prorated based on partial FTE.
    1. The current annual amount of support for 1.0 FTE clinical faculty (MD, DO) member is $4,000 and 10 leave days.
    2. The current annual amount of support for 1.0 FTE faculty (PhD) member is $1,500 and 10 leave days.
    3. The current annual amount of support for 1.0 FTE Advanced Practice Providers is $750 and 5 leave days.
    4. Other approvals depend on PM&R Chair/ACA approval.
  4. All pre-travel paperwork must be submitted to the PM&R Administrative Office a minimum of four weeks prior to the travel.
    1. Conference registrations must be paid at least 4 weeks prior to event date through the Accounting Office.
  5. Post-travel paperwork should be submitted within one week of return. It is the responsibility of the individual to submit original receipts in a timely manner.
    1. University faculty, staff and students may be reimbursed for transportation expenses incurred while traveling on University business. Excess costs, indirect routes, and services unnecessary, unjustified, or for the convenience or personal preference of the employee in the performance of official University business are prohibited. See 1501 - Policy on Business Travel.
    2. Paper work and reimbursement items are due to the Accounting Office by June 1st of the current fiscal year in order to process expenses incurred during the fiscal year. Failure to do so will result in the individual assuming responsibility for the costs.
  6. Professional development requests must be submitted a minimum of 6 weeks in advance of the event; 12 weeks advanced notice is preferred. Please attach supporting documentation (conference brochure, meeting flyer, etc.)

Procedures

  1. Faculty and staff shall request Professional Development leave and funds in advance by submitting the professional development leave form as per the guidelines to the PM&R Administrative Office for approval. The PD leave form is included in Appendix A. Note: If traveling, must submit Prior Approval Travel Request form (pg.2).
  2. The PM&R Administrative Office will maintain a record of and track the support that has been approved and utilized by individual faculty and staff members.
  3. PD form instructions (See Attachment A):
    • All fields must be complete and accurate. If not applicable, use N/A.
    • If traveling, must submit Prior Approval Travel Request form (pg.2).
    • Coverage arrangements required: Outpatient, Consults, Inpatient, Administrative – requires acknowledgment by the individual providing the coverage – indicated by their initials or email confirmation attached to request
    • Check which professional development criteria are met as a result of this request
    • Submit the completed leave request form to the PM&R Administrative Office for processing. (Incomplete forms will be returned.)
    • The leave to be used posts to the individual’s total and the balance is calculated
    • Each individual should have the appropriate amount of leave to cover the request. Leave will generally not be granted if there is a negative balance. Exceptions must be addressed in writing to the Chair for consideration.
    • The request is forwarded to the PM&R Chair/ACA for approval.
  4.  If request is approved: the information is disseminated as follows:
    • A copy is forwarded to the clinic administrative specialist to block and/or reschedule clinic and to update the clinic calendar
    • The PM&R Administrative Office reflects the leave on the appropriate monthly calendar which is distributed to all members of the Department
    • A fully executed copy is returned to the employee via their office mailbox or email
    • The original request is filed in the employee’s personnel file
    • The PM&R Administrative Office proceeds with processing travels plans and forms as indicated on the travel planning form
  5. If denied: the information is disseminated as follows:
    • The reason for denial is listed on the leave request form
    • The form is initialed by the PM&R ACA/Chair
    • A fully executed copy is returned to the employee via their office mailbox or email
    • The original request if filed in the employee’s personnel file

Important: for all leave requests - please note:

  • Individuals who have initialed their agreement to cover a colleague’s leave must note that commitment in their calendar(s) and may not deviate from that commitment without express approval of the PM&R Chair.
  • Should an individual wish to change their leave request, the original request must be voided and a new request submitted. The new version is subject to the above-mentioned approval process.

Related Requirements

External Regulations 

Unit Policies, Standards, and Procedures 

Contact Information

Primary Contact

Name: Joshua J. Alexander, MD, FAAP, FAAPMR - Chair, Department of Physical Medicine and Rehabilitation

Telephone: (984) 974-9747

Email: Joshua_Alexander@med.unc.edu

Other Contacts

Name: Aaron Olsen, MBA - Associate Chair for Administration

Telephone: (984) 974-0298

Email: Aaron_Olsen@med.unc.edu

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