Staff Training Assistance Program (STAP)

The Staff Training Assistance Program (STAP) provides for reimbursement of tuition costs, registration fees, and required textbooks for any training activity either related directly to your job or a career development effort undertaken with the knowledge and approval of your supervisor. The University policy for this program is set forth in the Administrative Guide, Section 22.11.

You are eligible to apply for STAP funds if you are a regular University employee, working 50% time or more. (Faculty, students, temporary employees, retirees, or other non-staff University affiliates are not eligible.)

The PTAE information to enter:
Project 1089542  Task 8  Award AAPAA  Expenditure Type 52245

The STAP request submitted within 20 days of completion of the course. In addition, submit request in the same fiscal year 9/1/08 to 8/31/09 that the training occurs.
The current STAP limit is $800.00 per fiscal year (9/1 - 8/31).
Unused STAP funds will not be "carried over" to future years.

For a speedier reimbursement:

• iOU requests for Reimbursements, Advances, Petty Cash, and Other Checks are approved online by STAP once you have faxed the backup to Travel & Reimbursement. Include the employee ID on faxed documents.
• PCard transactions: The verifier will change the department PTAEO to the STAP fund PTAEO to 1089542-8-AAPAA-52245.  In the Business Purpose, include the description of the course and dates, the employee correct name and university employee ID number. Fax the verified PCard transaction receipt to 725-1399.

Requests cannot be approved until backup documentation is provided.

If you have questions about the status of your reimbursement check, please contact Travel & Reimbursement/Customer Outreach at 650-725-9100, or submit a HelpSU ticket (Request Category: Central Office Issues; Request Type:  Customer Outreach of Disbursements).

The current reimbursement is $800.00 per fiscal year (9/1 to 8/31). In addition, reimbursement is based upon start date of course; and not he registration date.

Starting September 1, 2007, your total STAP usage and balance will be reported in STARS, the Stanford Training and Registration System in Axess. This balance includes the Continuing Studies Program courses, Information Technology Services (ITS) courses, Health Improvement Program (HIP) courses, and all classes taken from external training providers. To check your STAP balance, go to http://axess.stanford.edu. Log in to Axess. Choose: Training > STAP Balance.

The Staff Training Assistance Program is a separate University fund. The program was established in 1973, to encourage regular staff members to seek learning and growth experiences through the pursuit of education and training.

As a regular University employee, you are eligible to be reimbursed if the course, seminar, or workshop meets one of the following criteria:

·  the course, seminar, or workshop is directly related to performance of your current job at Stanford.

·  the course, seminar, or workshop is part of a planned career development effort that you are undertaking with the approval of your supervisor.

Note: Remember that you are eligible to be reimbursed for tuition fees, and required course text books, CD’s or tapes. Seminars and workshops associated with professional conferences may also be eligible for reimbursement. STAP cannot pay for books, tapes, videos, CD's not required for the course; software or supplies; parking or mileage costs; telephone or mail charges; lodging; meal costs; memberships to professional organizations or subscriptions to professional journals; testing fees or exam preparation courses.

If they meet STAP guidelines, these programs will qualify. A description of the course must be submitted when requesting reimbursement.

You are eligible to apply for reimbursement of required textbooks that you purchased in conjunction with the course.  Also, provide a copy of the syllabus/course stating the dates, for the book expenses of the course.

Your total STAP usage and balance is track through STARS, the Stanford Training and Registration System in Axess. This balance includes the Continuing Studies Program courses, Information Technology Services (ITS) courses, Health Improvement Program (HIP) courses, and all classes taken from external training providers. To check your STAP balance, go to http://axess.stanford.edu. Log in to Axess. Choose: Training > STAP Balance.

Your STAP funds can only be used for designated classes listed with an "S" in the HIP brochure. The STAP allowance will be deducted from the fee when you register for HIP classes.

Within 20 days of completion of the course. In addition, submit request in the same fiscal year 9/1/08-8/31/09 that the training occurs.

An original itemized receipt or original cancelled check is accepted as proof of payment.

Submit the request within 20 days of completion of the course or prior to the end of the current fiscal year whichever is sooner. In addition, submitted requests will be charged against the stap funds based on the class start date.