Conference

Conference Attendance Funding Request Procedure

Full and Part time faculty members may request up to $500 per fiscal year (July 1-June 30) to be used to support off-site conference attendance. This fund may be used to pay for travel, lodging, and/or conference fees. It may not be used to pay for meals nor organizational memberships.

Paperwork should be submitted a minimum of six weeks in advance of the start of the conference. Paperwork submitted less than six weeks in advance runs the risk of not making it through the approval process in time. Please read the instructions below carefully, as incomplete paperwork will lead to a delay in approval.

• Professional Development Travel Funding / Professional Development Credit Application: Fill out the forms with the activity information, estimated costs **, total amount and total amount requested (maximum $500.00).  **Please follow the directions on the form regarding estimated costs and documentation. Click here for forms
  

• Submit Forms for approval: Submit forms to your Department Chair and Division Dean, then to the Professional Development Office for approval of the Professional Development Funding; the forms will then be forwarded through the remaining approval process.
• Approval: If approved, the "Off-Campus Activity Request" form and "Faculty Professional Development Funding Application", along with a "Travel Expense Claim" form, will be placed in your campus mail box. At this point, your travel is approved and you may make your travel arrangements.
• Reimbursement: At the conclusion of the conference/workshop, submit an electronic version of the conference/workshop report to the Professional Development Office, per the guidelines (available here) or complete an electronic form (available here); place the completed "Travel Expense Claim" form and receipts in the Professional Development Office mailbox in the campus mailroom. Include only the receipts for reimbursable expenses; it is not necessary to include receipts for items beyond the approved amount. **Travel Expense claim forms should be submitted to the office within two weeks after travel is complete.
• Expenses will be approved for reimbursement upon satisfactory review by the FPDC and the Office of College Planning and Institutional Effectiveness (CPIE).

District and Campus Travel Guidelines

• Transportation:

  • Travel on railroads, airlines, buses, and other usual means of conveyance, including trolleys, shuttles, ferries, and subways. It is expected that the most economical mode of transportation be used, where practical.

  • If you drive your own vehicle to the conference, mileage reimbursement will not exceed the lowest commercial unrestricted airfare (economy/coach class).

  • Transportation to and from residences to the commercial carrier terminal, if by private vehicle, is reimbursed at the established business mileage rate. If by commercial carrier, reimbursement is at actual cost.

  • Transportation to and from the commercial carrier terminal at the conference or meeting location to a hotel, by shuttle, bus, taxi, or whatever is most practical under the circumstances, is reimbursable.

• Conference registration

• Lodging:*

  • Actual lodging costs, not to exceed charges at the single occupancy rate, are allowed. It is expected that the best possible rates for an acceptable standard room are obtained.

  • Lodging costs must be verified by hotel billing.

  • Original, detailed hotel receipts are required.

  • Credit card receipts are not acceptable.

*When making lodging reservations, it is important to call the hotel and inquire about taxes, fees, and parking charges as they are not always disclosed when making an online reservation. Include all of these charges in the -Lodging" space on the forms.

Non-reimbursable expenses include the following:

• Meals and beverages
• Fees for association memberships
• Entertainment expenses
• Extra nights of lodging expenses for leisure purposes