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. Career development must only be for training activity that will assist you in qualifying for a new position or advancement within your current trade or business at Stanford.
There is no application form required.
Request for Reimbursement Form - STAP
STAP funds are no longer needed to access the lynda.com training library!
Effective November 1, 2014, lynda.com is available at no charge to SLAC and University faculty, benefits-eligible staff, and students thanks to the generous support of University IT and many of their campus partners.
For information on how to access Stanford’s license for lynda.com online training, visit University IT’s, Online Video Training Library.
Spring 2015 Information Session Presentation can be found in the Guidelines & Policies section (see link at bottom left under Details)
Effective February 9, 2015: All STAP transactions should be submitted using the new Expense Requests system. Instructions can be found on the Fingate website “How to Create Domestic Expense Report”.
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.
NOT ELIGIBLE FOR STAP USE:
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). For employees covered by the SEIU Collective Bargaining Agreement (CBA), $100 of STAP funds is reallocated for the Apprenticeship Program (see CBA for more information). 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. 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 on the Fingate website “How to Create Domestic Expense Report”.
A. Information required for processing STAP transactions are:
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 development plan. Remember career development must still be related to the employee's line of work at Stanford.
Reimbursement and PCards: Use the STAP fund PTAEO 1089542-8-AAPAA-51891.
Ijournal transactions: The PTAEO 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.
The University policy for this program is set forth in the Administrative Guide, Section 2.1.12. Call (650) 723-0657 or email Stanford-stap@stanford.edu if you have further questions.
