Reimbursement of Association Membership Fees

Policy

Category: Human Resources
Subject: Reimbursement of Association Membership Fees
Division: Administrative Services
Policy Number: CA.52.01.152
Effective Date: March 22, 2018

POLICY STATEMENT

PURPOSE

This policy provides the guidelines with respect to the reimbursement of professional association membership fees for employees of Wellington-Dufferin-Guelph Public Health (WDGPH) and ensures proper tax treatment in accordance with Canada Revenue Agency (CRA) guidelines. WDGPH also acknowledges that specific positions may require mandatory memberships in an association for accreditation purposes.

SCOPE

  1. WDGPH only provides reimbursement for professional association memberships deemed necessary by the Agency.  A list of these reimbursable professional association memberships is outlined in Table 2.
  2. Exceptions involving reimbursement of professional licenses or professional certifications may only be approved by the Medical Officer Health/Chief Executive Officer (MOH/CEO).
  3. This policy applies to all non-union full-time and part-time permanent staff who are required to carry a professional designation, and/or maintain active membership in a professional association as a condition of employment, as supported and documented in a job description or other established Agency documentation. Part-time employees will be reimbursed on a pro-rated basis based on their employment status (0.8, 0.6, etc.).
  4. Probationary employees or those on leaves of absence are ineligible for reimbursement.
  5. This policy will be evaluated regularly and may be modified or rescinded at any time.
Principles
  1. Memberships (as outlined in 1. above) are supported provided such organizations or associations do not practice discrimination against any person or persons on any protected grounds.
  2. Each employee will be responsible for all required payments to maintain their required professional certifications as outlined by their job descriptions.
  3. Requests for reimbursement for professional association memberships (as outlined on Table 2) are subject to the approval of both the manager and divisional director.
  4. Where the Agency receives benefit for a single employee being a member, only one membership on behalf of the Agency will be paid, to be determined by the Senior Leadership Team if necessary.

DEFINITIONS

License – Without which you cannot practice.

Professional Designation/Certification – A designation earned by an individual identifying that they have demonstrated and maintain a standard level of skills, experience, and expertise within their field.

Professional Association – An organization seeking to further a particular profession, the interests of individuals engaged in that profession, the public interest and membership in it is of specific value to WDGPH.

Tables 1 and 2

Acronym

Full Name

TABLE 1:  Licenses and Professional Certifications – NOT reimbursed by WDGPH

CDA

Certified Dental Assistant

CIA

Certified Internal Auditor

CIC

Certificate in Infection Prevention and Control

CHRP/CHRL/CHRE

Certified Human Resources Professional/Leader/Executive

CPA

Chartered Professional Accountant

CRSP

Canadian Registered Safety Professional

DDS

Doctor of Dentistry

MD

Medical Doctor

OMMI

Ontario Municipal Management Institute

PEng

Professional Engineer

RD

Registered Dietitian

RDH

Registered Dental Hygienist

RN

RN

RPN

Registered Practical Nurse

SLP

Speech & Language Pathologist

TABLE 2:  Professional Association Membership – reimbursed by WDGPH  (Memberships deemed necessary by WDGPH

alPHa

Association of Local Public Health Agencies

AMCTO

Association of Municipal Managers, Clerks & Treasurers of Ontario

AOPHBA

Association of Ontario Public Health Business Administrators

APHEO

Association of Public Health Epidemiologists in Ontario

ASPHIO

Association of Supervisors of Public Health Inspectors of Ontario

BBB

Better Business Bureau

BFI

Baby Friendly Initiative (BFI) Ontario

CAN

Canadian Nurses Association (for Chief Nursing Officer)

CPA

Canadian Payroll Association

CPHA

Canadian Public Health Association

 

Dietitians of Canada

 

Hanen Centre

IPACC

Infection Prevention and Control Canada

OACPH

OAEM

Ontario Association of Communicators in Public Health

Ontario Association of Emergency Managers

OAPHD

Ontario Association of Public Health Dentistry

OPHNL

Ontario Association of Public Health Nursing Leaders

OMHRA

Ontario Municipal Human Resources Association

OOHA

Ontario Oral Health Alliance

OPHA

Ontario Public Health Association

OPHLA

Ontario Public Health Libraries Association

OSNPPH

Ontario Society of Nutritionists in Public Health

OSPAPPH

Ontario Society of Physical Activity Promoters in Public Health

PMAC

Purchasing Management Association of Canada

RNAO

Registered Nursing Association of Ontario (for Chief Nursing Officer)

WCMS

Wellington County Medical Society

WWDS

Waterloo-Wellington Dental Society

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure: CA.52.02.152 Reimbursement Association Membership Fees

CONTACT FOR INQUIRIES

Director, Administrative Services

APPROVED BY

Director, Administrative Services


Procedure

Category: Human Resources
Subject: Reimbursement of Association Membership Fees
Division: Administrative Services
Procedure Number: CA.52.02.152
Effective Date: December 11, 2017

PROCEDURE

Professional Association Memberships

  1. Staff to submit request for payment of membership fees in a professional association to divisional director via their manager.
  2. Upon approval by the divisional director they will submit a signed cheque requisition to Finance for reimbursement or payment of membership fee.

Association Activities

  1. An employee’s participation in a Provincial or National association, including acting in executive capacities, will be subject to the approval of the Senior Leadership Team. Upon approval, the employee will be eligible for reimbursement of out-of-pocket expenses.

DEFINITIONS

License – Without which you cannot practice.

Professional Designation/Certification – A designation earned by an individual identifying that they have demonstrated and maintain a standard level of skills, experience, and expertise within their field.

Professional Association – An organization seeking to further a particular profession, the interests of individuals engaged in that profession, the public interest and membership in it is of specific value to WDGPH.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy CA.52.01.152  Reimbursement of Association Membership Fees
CA.30.01.160  Professional Fee Reimbursement Form

CONTACT FOR INQUIRIES

Director, Administrative Services

APPROVED BY

Director, Administrative Services