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 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 the registration date.

Submit the request within 20 days of completion of the course or prior to the end of the current fiscal year whichever is sooner. Submitted requests will be charged against your STAP funds based on the class start date.

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

No.  STAP funds can only be used for courses beginning in the current fiscal period.

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.

Correspondence courses or special programs that last for long time periods may qualify if they meet the above STAP guidelines.  A description of the course must be submitted when requesting reimbursement.

You are eligible to be reimbursed for required course text books (including e-books), CD’s, DVD’s or tapes.  STAP cannot pay for books (including e-books), CD’s, DVD’s or tapes 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; or STRP courses, books or supplies.

Requests for reimbursement or to pay a training provider must be processed by your department administrator or financial manager. Transactions are initiated in the Oracle Financial System: iOU at Stanford.
Instructions for transaction originators:
Click on “Launch Oracle” at https:// ofweb.stanford.edu

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 in which 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: In the Business Purpose, include the course dates and description of the course, the employee’s full correct name, and University ID number.  Print the bar code cover sheet and fax with receipts and other supporting documentation to 650-725-1399.  iOU request for Reimbursements, Advances, Petty Cash, and Other Checks are approved online by STAP once you have faxed the backup to Travel & Reimbursement.

• 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 course dates and description of the course, the employee’s full correct name, and University ID number.  Fax the verified PCard transaction receipt to 650-725-1399. 

Requests cannot be approved until backup documentation is provided.

If you have questions about the status of your reimbursement check, please contact the Buying and Paying Support Center.

• Call 650-723-BPSC (2772)
• Email: buyandpay@stanford.edu
• Submit a HelpSU ticket

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.

You are eligible to apply for reimbursement of required textbooks that you purchased when you audit or enroll in a Stanford University academic course. You must provide a copy of the course syllabus, stating the course dates and the text requirements.

Your total STAP usage and balance is tracked through STARS, the Stanford Training and Registration System in Axess. This balance includes the Continuing Studies Program courses, Information Technology Services (ITS) courses, and Health Improvement Program (HIP) courses. To check your STAP balance, go to http://axess.stanford.edu. Click the STARS (Training) tab.  Click My STAP Balance from the left menu.  The balance displayed is the amount of STAP funds still available for use during the current fiscal year (9/1 to 8/31).

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.

Normally, the STAP office will approve reimbursement within 10 working days from the date you submitted your request.