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Staff Training Assistance Program (STAP) FAQ

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Find answers to the most common questions regarding the Staff Training Assistance Program.

Last updated: August 2017

Eligibility & Coverage

What is covered?
  • Tuition and registration fees
  • Required course textbooks, CD's, e-books or tapes
  • Stanford Technology Training courses
  • Stanford Healthy Living courses (where designated as STAP approved)
  • Stanford Continuing Studies Program (CSP) courses
  • Stanford Talent Management & Workforce Strategy (TM&WS) courses
  • Stanford Career Counseling Network (CCN) up to $500
  • Stanford Children’s Health (LPCH) parenting and prenatal courses (only employee’s portion of course fee; not family members, if joint course)
  • Courses, workshops, webinars (e.g. Coursera or SkillPath)
  • Registration fees for seminars, professional conferences and symposiums may also be eligible

What is NOT covered?
  • Test preparation courses (i.e., GMAT, LSAT, GRE, and MCAT)
  • Exams or testing
  • Coaching services
  • Courses or other education involving sports, games, or hobbies
  • Health-related courses except those sponsored by Stanford Healthy Living
  • Training to meet minimum educational requirements of the current job, or to qualify the employee for a new trade or business
  • Professional membership fees or subscriptions
  • Travel expenses, parking, lodging or meals
  • Rosetta Stone Language CDs or similar programs
  • Reference books
What is the benefit amount per Stanford fiscal year?

The Stanford fiscal year amount is $800.

$700 for employees covered by the SEIU Collective Bargaining Agreement (CBA), $100 of STAP funds is reallocated for the Apprenticeship Program.

I looked at my STAP accounting page and it indicates that I am not eligible.

You are eligible 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.) Check with HR administrator as to what your affiliation is noted in PeopleSoft (Affiliation University – Student – Affiliation: University – Staff other teaching).

Who is eligible?

Regular or fixed-term employees working 50 percent time or greater, including:

  • Non-academic staff
  • Academic staff
  • Bargaining Unit staff
Who is NOT Eligible?

Faculty, students, temporary employees, retirees, and other non-staff University affiliates are not eligible for STAP assistance.

When does the STAP benefit begin (9/1 to 8/31)?

The current reimbursement is $800.00 per fiscal year (9/1 to 8/31).
Note: reimbursement is based upon start date of course; not the registration date and STAP funds do not roll over into the new fiscal year. Use it or lose it. 

When do I become eligible for use of STAP funds?

STAP assistance is available on the first date of employment.

  • $800 each fiscal year
  • $700 for Bargaining Unit employees. $100 of BU employee’s annual grant is redirected to the apprenticeship program 
How can I check my STAP balance?

To see what STAP funds are available to you, login to Axess: 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.

Reimbursement Process

What type of courses can I get reimbursed for?

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

  • The course, seminar, conference, or workshop is directly related to performance of your current job at Stanford.
  • The course, seminar, conference, or workshop is part of a planned career development effort that you are undertaking with the approval of your supervisor and that will assist you in qualifying for a new position or advancement within your current trade or business at Stanford.

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 and symposium may also be eligible for reimbursement.

Who will process my reimbursement?

Your department administrator will process your reimbursement. You are to submit to your department administrator the following documents:

  • First: Use STAP Request for Reimbursement Form
  • Print form and complete in full
  • Submit page 2 of this original form and receipt(s) to your department administrator within 20 days of the course end date or sooner; keep a copy for your records. 
How will I receive my reimbursement?

The funds will be deposited to your account; where you receive your payroll check. Allow 3-5 business days from the Payment Date for funds to arrive in your account. 

How long does it take for me to receive my reimbursement?

On the average, it takes approximately 20 days to receive your reimbursement which includes up to 10 business days for STAP office approval. 

How can I pay for my course if I don’t have enough STAP funds?

You can pay for the course with personal funds or request for your department to pay for the course. Departmental reimbursement is at the department’s discretion and is determined based on available department funds for training.

Can I use my STAP funds to pay for my workshop on August 16, 2017 if my last day at Stanford University Is June 9, 2017?

Unfortunately, this workshop cannot be paid. You are no longer an employee of Stanford University.

Can I use STAP funds when I audit a Stanford University academic course?

Yes, you are eligible to apply for reimbursement for required textbooks that you purchase in conjunction with the course.

Can I use my STAP funds while on a Leave of Absence?

First always speak with your DLS administrator, but in general “yes,” if the Leave is noted “Leave with Pay” and “no,” if it is noted as “Leave without pay."