Professional Development

Travel and Conferences

Funding

How do I apply for professional development funds, and if approved, get reimbursed?

1. FACULTY: Fill out the Smartsheet application and attach ALL receipts/documentation of estimates. Note that the software does not save the data as you fill it out, so please be sure to have all of your event information prior to beginning. The application could take up to 10-15 minutes to complete. 
2. The faculty travel and conference fund committee meets to consider applications at four specific times:
   • • Fall 2024 conference applications will be reviewed September 1
     • Winter 2025 conference applications will be reviewed on November 1
     • Spring 2025 conference applications will be reviewed on February 1
     • Summer 2025 conference applications will be reviewed on May 1 (note that Summer 2025 is the start of the 2025-2026 academic year).

Faculty can of course continue to apply for conferences after those review dates and their requests will be reviewed pending available funding and prioritized based on the submission date.

Please wait 10 days after application review to receive notification about the status of your request. It may be approved as is, denied as is, or more info may be needed. You'll receive an email with detailed information at your district email address.

Please make sure you attach ALL the required documentation, and that it's all in PDF, JPEG, or PNG form. Missing documentation and/or file formats that the committee cannot open may significantly delay your application.

 

1. Attend the conference! Save ALL your receipts EXCEPT your meal receipts (the district pays a flat per diem for meals NOT included in your conference fee) as you must submit them when you return them in order to be reimbursed.
2. The day after the conference ends, you'll receive an email prompting you to return to the Smartsheet to upload your completed Trip Voucher and ALL receipts documentation. 
3. Receive your check within 10-14 business days.

 

 

Deadline Dates: Travel/Conference Requests

Applications must be submitted 30 business days prior to the conference date. The faculty travel and conference fund committee meets to consider applications at four specific times during the year:

• • • Fall 2024 conference applications will be reviewed September 1
    • Winter 2025 conference applications will be reviewed on November 1
    • Spring 2025 conference applications will be reviewed on February 1
    • Summer 2025 conference applications will be reviewed on May 1 (note that Summer 2025 is the start of the 2025-2026 academic year).

Every effort will be made to fully fund requests. Depending on the number of requests received, requests may be partially funded. Applicants will be notified via district email once the committee has reviewed your application.

 

International travel must be approved by the Chancellor. You must download and process the form PRIOR to submitting your Smartsheet application. The form can be found at the following link:

 

International Travel Authorization College Related Business Board Policy 4176

After obtaining the required signatures, bring the form to the Chancellor's Office. After it has been approved by the Chancellor, the Chancellor's Office will email it back to you. The form should then be attached to your Smartsheet application.

Conference and Travel Policy and Procedures

• Applicant is responsible for all costs and will be reimbursed for approved expenses upon return from the conference and the submission of a completed trip voucher.
• Professional Conference Funds, Policies (pdf)
• Upon return from your trip, you'll receive an email prompting you to update your Smartsheet form with a completed a Trip Voucher and receipts (other than meal receipts, which are reimbursed on a pre-set per diem). You must upload your Voucher and receipts within 30 days of your return or your funds will be forfeited.

Note: If, and only if, any travel expenses were charged to a district pro card:

1. 1. Print out the Banner budget screen of the pro-card account once the expenses hit that budget: the specific screen is titled "Organization Budget Status Detail Report", and it MUST have a "Document Code" column. Yellow-highlight the expenses with notes about what they are..
   2. Collect any receipts
   3. Send the budget printout (with the budget's FOAP) and receipts to Erika Cervantes at cervanteserika@fhda.edu. She will fill out an expense transfer form (xls) and credit your pro-card account from the travel fund.

Conference Funding Application

• Submit your application and all required documentation via Smartsheets. Please note that the software does not save the data as you fill it out. Please be sure to have all of your event information prior to beginning this application. This application could take up to 10-15 minutes to complete.
• Notification of committee approval and all related correspondence will be sent through your District Email address.

Travel and Conference Quick Forms

• District Accounting Travel Policy

Reimbursement - All banner forms

• Trip Voucher Form
• Travel Advance Form
• Mileage Form
• International Travel Authorization Form