Travel Requests & Reimbursement

The staff development committee can support travel expenses to conferences or other professional activities that staff would like to attend or bring to campus.The committee will consider applications for attendance at discipline-specific conferences and “broad spectrum” conferences.

Once you have selected a conference or professional activity, complete the Professional Activity Request Form and the Dissemination Plan and return to jsorensen@fullcoll.eduAllow enough lead time to complete the approval process before the scheduled conference date.

Required Documents:

Small Right Arrow IconFill out the Professional Activity Request Form.

Small Right Arrow IconCheck out the Dissemination Plan Guidelines for SD Funding to start planning.

Small Right Arrow IconOnce you’re back, fill out the  so we know how much you paid. Travel Expense Report

Return all completed forms to jsorensen@fullcoll.edu.

Funding Application Deadline

Funding requests for conferences should be created at anytime during the 17/18 fiscal year.  Staff Development travel monies are on a first come first approved basis and there is always a possibility that the travel monies may not last the entire fiscal year — as soon as you know of a conference submit your request.

Funding Conditions and Expectations


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Submit your request in a timely fashion

Fill out the Professional Activity Request Form  and sending it to jsorensen@fullcoll.edu before you travel. The Staff Development Committee will not approve retroactive requests (those that come to them after the conference date has passed).

Consult with the Staff Development Coordinator

Finalize the details of the dissemination plan and the appropriate audience for the dissemination activity with Jeanne Costello (jsorensen@fullcoll.edu).

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Share what you learned

Submit a Dissemination Plan and share what you learned at the conference within six months to one year following the funded conference or seminar.

Book travel

Make sure all of your reimbursable expenses under your name, or you will not be reimbursed.

Pay registration and related expenses in advance

You will be reimbursed by the district when you return.

Upon completion of activity/travel


Reimbursement requests must be submitted within 30 days of the completion of travel or by June 10th, whichever comes first.

Submit the Travel Expense Report  and  hard copies of required supporting documentation to jsorensen@fullcoll.edu. Errors or omissions generally cause delays in getting reimbursed so please refer to the steps below and contact jsorensen@fullcoll.edu for assistance.

Required Supporting Documentation:


Registration: the conference flyer (including agenda) and original registration receipt indicating that payment has been received.

Air or Rail: the itemized original receipt indicating that payment has been received or a credit card statement showing your name and charge and itinerary.

Taxi, Shuttle, Rental Car, Parking: original receipts

Mileage: Only mileage in excess of regular commute miles will be reimbursed. Must show mileage—use MapQuest (or something comparable) to print out and show miles to and from   Fullerton College to the conference and another printout to show miles from your residence to Fullerton College.  Mileage reimbursement is .54 cents per mile — do not round up or down mileage, for example if the miles come out to be 37.5 list 37.5 do not round up or down.

Lodging: List each date. The itemized original receipt or a credit card statement showing your name and charge.

Meals: List each meal for each date separately. No receipts are needed for meals as you are reimbursed at the per diem rates. Meals included as part of the conference fee will not be reimbursed. You must include a copy of the conference agenda with meals highlighted if you are claiming reimbursement for meals.

Important
All receipts for registration, lodging, airfare/train fare must have your name on the receipt (not handwritten on) —if you are requesting reimbursement.

Frequently Asked Questions


What happens once my travel is approved?
Once activity/travel is approved by the appropriate VP, Staff Development personnel will generate the RQ in Banner. Staff Development personnel will also send confirmation of the assigned PO# and, upon completion of the activity/travel, electronic versions of the necessary travel reimbursement forms and instructions.

What if my travel is rejected?
If the application has been rejected, it may be possible for applicants to revise and resubmit upon consultation with the Staff Development Coordinator. Contact jsorensen@fullcoll.edu for consultations on revisions.

How long does approval take?
Staff Development Funding applications take about 2-4 weeks to approve. To ensure that your application gets considered, submit your Travel Request Forms with Dissemination Plans before the semester deadline.

What is the approval process?
Applications require review and approval by your Immediate Management Supervisor/Area Dean who will then sends the application to the Staff Development. Funding applications are then reviewed by the Staff Development Committee in the two weeks prior to each Committee meeting and then voted upon during the meetings. The Staff Development Committee Meetings are on the 2nd and 4th Thursdays of each month.

Once the application has been voted upon by the Staff Development Committee, applicants will be notified of the result by the Monday following the meeting during which the application was considered. If the application has been approved by the committee, it will proceed to the appropriate Vice President for final approval.