Professional Development Reimbursement Program (PDRP)
Overview
PDRP Overview
The Professional Development Reimbursement Program (PDRP) supports employees by reimbursing eligible professional development expenses. Reimbursements are available during the Winter/Spring (January 1-June 30) and Summer/Fall (July 1-December 31) cycles. Eligible staff may receive either one course or one conference reimbursement per cycle and requests must be submitted before your course or conference begins.
Beginning with the Summer/Fall cycle on July 1, the maximum reimbursement for eligible college coursework will increase from $750 to $1,000 for courses ending on or after July 1. See the FAQ tab for more detailed information on this change.
Course Reimbursement
- Full-time teachers and classified staff: one 3-credit college course per cycle, up to $750
- Part-time teachers: one 3-credit college course per fiscal year, up to $750
- Provisionally licensed teachers: required coursework fully covered
- Beginning July 1, courses ending on or after this date are eligible for $1,000 reimbursement per cycle.
Conference Reimbursement
- Full-time teachers and classified staff: one conference per cycle
- Attendance: up to $250
- Presenting: up to $750
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May cover registration, travel, meals, and/or lodging within the applicable limits
How to Apply
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Log in to your PLMS account.
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Follow the instructions in the “PDRP in the PLMS” tab.
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Submit your External Credit Request for pre-approval.
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You will recieve an email notification once your request has been reviewed.
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For a full step-by-step guide, see here.
CLICK HERE TO LOG INTO YOUR PLMS ACCOUNT AND APPLY!
Program Details
PDRP Program Details & Process
The Professional Development Reimbursement Program (PDRP) provides Albemarle County teachers and classified staff with reimbursement for eligible professional learning activities. Employees may receive one reimbursement per cycle (course or conference).
Program Details
PDRP is designed to support ongoing professional learning by reimbursing costs associated with coursework or conferences.
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Eligibility: All currently employed Albemarle County teachers and classified staff are eligible, including full-time and part-time employees. Employees must be actively employed by ACPS during the time the activity takes place to be eligible for reimbursement.
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Reimbursement Limits: Employees may receive reimbursement for one course or one conference per cycle (Summer/Fall or Winter/Spring), up to the maximum amounts listed below.
- Reimbursement per cycle:
- College coursework: up to $750
- Beginning July 1, courses ending on or after this date are eligible for $1,000 reimbursement per cycle.
- Conference attendance: up to $250
- Conference presenting: up to $750
- College coursework: up to $750
- Cycles:
- Summer/Fall: July 1 – December 31
- Winter/Spring: January 1 – June 30
- Cycle determination: The end date of the course or conference determines which cycle the request applies to.
- Application Timing: All applications must be submitted before the course or conference begins to be considered for reimbursement.
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Supervisor Approval: Before submitting a PDRP request, staff should discuss their professional learning plans with their supervisor to ensure alignment with goals and arrange coverage if leave is needed.
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Documentation: Required reimbursement documentation must be submitted within 30 days of course or conference completion. If you anticipate a delay in receiving an official transcript or certificate of attendance, please contact the Office of Professional Development as soon as possible.
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Funding & Allocation: Applications are reviewed monthly by the Department of Professional Development. Funds are allocated for each pre-approved request and staff are notified via email of approval or denial.
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Conference Reimbursement Coverage: Conference reimbursements may include registration fees, travel, meals, and/or lodging within the applicable limits.
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Provisional Licenses: Teachers with a provisional license are eligible to have required coursework fully covered by PDRP funds. For more information, see the Provisional Licenses tab.
PDRP Process (Overview)
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Discuss professional development plans with your supervisor. Arrange coverage if leave is needed.
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Before the course or conference begins, submit your PDRP request via your PLMS account for review and pre-approval.
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You will be notified by email when your request is pre-approved or denied.
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Within 30 days of completing your course or conference, upload your documentation in PLMS.
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Reimbursements are processed via direct deposit and PD points are reflected on your PD transcript.
For step-by-step instructions to submit a PDRP request in the PLMS, see the PDRP in the PLMS tab.
Questions about PDRP? Email Kelly Wertman.
Provisional Licenses
PDRP for Provisionally Licensed Teachers
Teachers holding a provisional license are required to complete professional studies coursework to meet state licensure requirements. ACPS will fully reimburse all coursework necessary for licensure. Provisionally licensed teachers are not limited to one course per cycle or the $750 PDRP limit. Beginning with the Summer/Fall cycle on July 1, the standard course reimbursement cap will increase to $1,000 per cycle. All coursework must be submitted for pre-approval through PLMS before the course begins.
Required Steps
All other PDRP policies apply to provisionally licensed teachers. Required procedures include:
- Submit requests for pre-approval in PLMS before the course begins
- Discuss professional development plans with your supervisor and ensure necessary coverage
- Submit all required documentation for reimbursement and PD points within 30 days of course completion
- PD points and reimbursement require successful completion of the course
Coursework Options
Provisionally licensed teachers may complete the required professional studies coursework through one of the following options:
- iteach:
- An asynchronous, comprehensive online program that fulfills the state’s professional studies requirements.
- Designed to provide a structured, self-paced pathway for completing all required professional studies coursework.
- Typically takes 1 year for secondary educators and 2 years for elementary educators to complete.
- Covers all required content to meet state licensure standards.
- College or university courses:
- Coursework selected to meet the professional studies requirements communicated by the Virginia Department of Education (VDOE).
- Teachers may choose their institution.
- Courses must directly support full licensure requirements; only these courses are eligible for full reimbursement.
- Allows for flexibility in pacing and scheduling according to individual teacher needs.
To apply for PDRP reimbursement, follow the pre-approval and submission steps in the “PDRP in the PLMS” tab.
Questions about Provisional Licenses? Email Michael Thomas.
PDRP in the PLMS
PDRP Steps
Follow these steps to receive reimbursement and PD points for your professional development course or conference. Be sure to discuss your plans with your supervisor before submitting an application.
Follow the steps below:
Step 1: Submit Your Request for Pre-Approval
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Sign into PLMS and select the External Credit Request tab.
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Click New Request to create a credit request.
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Select the appropriate Approval Type:
- Reimbursement Approval Types Include:
- Professional Development Reimbursement: Course
- Professional Development Reimbursement: Conference
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Complete the credit request form (all fields marked with an asterisk are required) and click Submit for Pre-Approval.
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The Professional Learning Department will review your request and either pre-approve or deny it.
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You will receive an email notification of the decision. If denied, you may revise and resubmit your request depending on the reason given for denial.
Step 2: Complete Your Course or Conference
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Attend your approved course or conference as planned.
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Keep all documentation needed for reimbursement.
Step 3: Submit Documentation for Reimbursement and PD Points
- Return to your original External Credit Request in PLMS under the Pending/Denied Requests tab.
- Upload all required documentation:
- Course Reimbursement
- General Expense Form (make a copy before completing)
- Official Transcript
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An unofficial transcript or grade report may be submitted to process reimbursement.
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An official transcript is required for PD points.
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Reimbursement is contingent upon successful completion of the course with a passing grade.
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- Proof of Payment
- Conference Reimbursement
- General Expense Form (make a copy before completing)
- Proof of Attendance
- Proof of Conference Payment and Additional Expenses (all receipts must be itemized)
- Mileage (if applicable)
- Please include screenshot from Google Maps showing starting and ending location and miles traveled
Step 4: Reimbursement Processing
- Your submission will be reviewed and, if approved, sent to Accounting for processing.
- Accounting issues reimbursements on the second paycheck of each month.
- You will receive an Approval Notification via email, including the expected date of reimbursement.
- Once approved, your request will appear under the Approved tab and your PD points will be reflected on your transcript.
Click here for a full step-by-step walkthrough with screenshots
PDRP FAQs
PDRP FAQs
- What Does PDRP Cover?
- What Documentation is Required for Reimbursement?
- What is the Reimbursement Cap?
- When Can I Request Reimbursement?
- How is the Cycle Determined if a Course or Conference Spans Two Cycles?
- ⭐Effective July 1— When Do Course Reimbursements Increase and How is the Amount Determined?
- Can I Combine Multiple Courses or Conferences in a Single Request?
- Can I Combine Reimbursement Amounts from Multiple Cycles?
- Are PDRP Applications Approved on a First-Come, First-Serve Basis?
- Is a Supervisor Signature Required for PDRP Requests?
- When Will I Receive My Approved Reimbursement?
- Can I Request Reimbursement from a Previous Fiscal Year?
- Additional PDRP Documents
What Does PDRP Cover?
Course Reimbursement:
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Covers tuition and course fees only.
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Does NOT cover: textbooks, travel to/from the course, lodging if the course requires travel, transcript fees, or test prep and/or fees (including the PRAXIS).
Conference Reimbursement:
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Covers conference registration, lodging (within 150% of GSA rates), meals not provided (within GSA rates), and transportation.
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Does NOT cover: alcohol.
Proper documentation is required. Reimbursements are capped at the maximum amount per course or conference, even if expenses exceed the reimbursement limit.
What Documentation is Required for Reimbursement?
Required documentation must be submitted through PLMS within 30 days of course or conference completion.
- Course Reimbursement:
- General Expense Form
- Proof of Payment
- Official Transcript showing a passing grade
- Reimbursement is contingent upon successful completion of the course with a passing grade. An unofficial transcript or grade report showing a passing grade may be submitted to process reimbursement. However, an official transcript is required to receive PD points.
- Conference Reimbursement:
- General Expense Form
- Conference registration and proof of attendance
- Itemized receipts for food (no alcohol)
- Hotel receipt
- Mileage form (if applicable)
- Please include screenshot from Google Maps showing starting and ending location and miles traveled
If you anticipate a delay in receiving an official transcript or certificate of attendance beyond the 30 day deadline, please contact the Office of Professional Development as soon as possible.
What is the Reimbursement Cap?
When Can I Request Reimbursement?
All PDRP requests must be submitted before the course or conference begins. Requests may be submitted in advance of the cycle in which the activity will occur (for example, submitting a January course request in December).
Requests submitted while the course or conference is in progress are not eligible for reimbursement.
Employees must also be actively employed by ACPS during the time the course or conference takes place in order to be eligible for reimbursement. Activities that occur before an employee’s ACPS start date are not eligible for PDRP.
How is the Cycle Determined if a Course or Conference Spans Two Cycles?
⭐Effective July 1— When Do Course Reimbursements Increase and How is the Amount Determined?
The maximum reimbursement for eligible college coursework will increase from $750 to $1,000 beginning with the Summer/Fall cycle on July 1.
Because PDRP uses the course end date to determine the cycle, the reimbursement amount is based on when the course ends:
- Courses ending on or before June 30 fall in the Winter/Spring cycle and are eligible for up to $750.
- Courses ending on or after July 1 fall in the Summer/Fall cycle and are eligible for up to $1,000.
All other PDRP policies and eligibility requirements still apply.
Can I Combine Multiple Courses or Conferences in a Single Request?
No. Employees may submit only one course or one conference per cycle for reimbursement, even if the total cost of both activities is under the reimbursement maximum. If you would like to earn PD points for additional courses or conferences beyond the one reimbursed per cycle, you should submit those through the Independent Recertification Point Submission form in the PLMS.
Can I Combine Reimbursement Amounts from Multiple Cycles?
No. Reimbursement amounts cannot be combined or carried over across cycles. Each course or conference may be reimbursed up to the maximum amount allowed for a single cycle only, even if the activity spans multiple cycles or occurs over an extended period. The cycle is determined by the end date of the course or conference.
If a reimbursement request is submitted for an amount above the maximum allowed, the request will be approved at the maximum eligible amount.
Are PDRP Applications Approved on a First-Come, First-Serve Basis?
Is a Supervisor Signature Required for PDRP Requests?
When Will I Receive My Approved Reimbursement?
Once all documentation is submitted and your request has been approved, you will receive an Approval Notification via email, including the expected date of reimbursement. All reimbursements are processed through Accounting for final approval. Funds are sent via direct deposit on the second paycheck of each month and are paid according to the chart below.
Can I Request Reimbursement from a Previous Fiscal Year?
In general, no. Reimbursement requests must be submitted and approved within the same fiscal year in which the course or conference occurs, because funds from prior fiscal years are no longer available. For ACPS, the fiscal year runs from July 1 through June 30.
Exception: During a brief window at the start of the Summer/Fall cycle (July), requests for activities that ended at the close of the Winter/Spring cycle (late June) may still be processed using the prior fiscal year’s funds. This exception is limited. Staff should submit documentation as soon as possible and contact the Office of Professional Development with any questions or concerns.