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.
There is no application form required.
To see what STAP funds are available to you, login to Axess: http://axess.stanford.edu.
You can also see all STAP reimbursements made for internal and external courses during the current fiscal year.
Stanford Hospital/LPCH Employees: Please submit requests for reimbursement via Success Factors. If you have any questions please contact the HR Business Center at 650-723-4748.
A. You are eligible to apply for STAP funds if you are a regular or fixed-term University employee, working 50% time or more. (Faculty, students, temporary employees, retirees, or other non-staff University affiliates are not eligible.)
A. To see what STAP funds are available to you, login to Axess: 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). You can also see all STAP reimbursements made for internal and external courses during the current fiscal year.
For overseas employees, check with your Human Resources Manager or home campus administrator for usage and balances.
A. No. STAP funds allocated at the beginning of each fiscal year can only be used for courses, seminars, workshops, etc. that begin in that fiscal year.
A. The current reimbursement is $800.00 per fiscal year (9/1 to 8/31). Note that reimbursement is based upon start date of course; not the registration date.
A. 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.
A. No. A set amount of STAP funding is allocated each year to each eligible employee. Those funds are not transferrable.
A. As a regular University employee, you are eligible to be reimbursed if the course, seminar, conference, or workshop meets one of the following criteria:
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.
A. If they meet STAP guidelines, these programs will qualify. A description of the course must be submitted when requesting reimbursement.
A. 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.
A. You are eligible to apply for reimbursement of required textbooks that you purchased in conjunction with the course.
A. There is a special arrangement with Continuing Studies and ITS to provide staff training assistance up to the allowable yearly STAP limit and within other STAP regulations. HIP classes must say "STAP/EA Funds: Yes" to qualify for STAP funds. If you qualify, the STAP allowance will be automatically deducted when you register for the class
A. No. STAP funds can only be used for courses beginning in the current fiscal period (9/1 – 8/31).
A. Your STAP funds can only be used for designated classes listed with a "STAP/EA Funds: Yes" in the HIP brochure. The STAP allowance will be deducted from the fee when you register for HIP classes
A. You must 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.
To avoid having your request returned, be sure the person submitting your request follows the instructions outlined in the Question below, "I need to submit a request for reimbursement for an employee. How do I do that?"
A. Always include the following information in the Business Purpose section. The request will be returned if any item is missing:
WHO - employee name and university employee ID number.
WHAT - name or description of the course, including the name of the host organization. Do not just submit a receipt!
WHEN - start and completion dates of the course.
WHY - brief explanation about how this course is related to the employee's current job or approved career enhancement plan.
iOU requests: for Reimbursements, Advances, Petty Cash, and Other Checks are approved online by STAP once you have faxed the backup to Travel & Reimbursement. In the Business Purpose, include the description of the course and dates, the employee correct name and university employee ID number. Use the STAP fund PTAEO 1089542-8-AAPAA-51891. Print bar code cover sheet and fax with receipts and other supporting documentation to 650- 725-1399.
PCard transactions: The verifier will change the department PTAEO to the STAP fund PTAEO to 1089542-8-AAPAA-51891. 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 receipts and other supporting documentation to 650-725-1399.
Ijournal transactions: In the Business Purpose, include the description of the course and dates, the employee correct name and university employee ID number. The PTAEO to use for debiting STAP funds is 1089542-8-AAPAA-58510. Fax the backup supporting documentation to 650-723-7669.
IMPORTANT: STAP transaction approvals may take up to ten business days from the time they are received by the STAP office. Please plan accordingly for PCard transactions.
A. On the average, it takes approximately 20 days to receive your reimbursement which includes up to 10 business days for STAP office approval.
A. First: Use the STAP Request for Reimbursement Form! This can be found above at the top of this website.
Second: Submit the signed form and the original receipts to your department administrator or financial manager within 20 days after training is completed. For reimbursement for required text books, e-books, CDs, DVDs, or tapes, please also submit the course syllabus.