Conference Leave Fund Application Instructions
In the approved WVMFT, AFT 6554 Contract for 2019, Article 35 established a new
fund for all full-time and associate faculty members to attend conferences,
professional meetings, and other activities designed to improve the professional
competencies of the members. The goal of the fund is to provide opportunities for
the faculty of Mission College to update teaching techniques/methods, gain
innovative ideas, obtain professional learning and growth in their subject area or
area of service to the campus community.
Steps to apply for the new Conference Leave Fund Application
1. Identify a potential professional learning opportunity. You will then fill out
the Conference Attendance Reimbursement Form (Part I) and meet with your
Dean for them to approve of the endeavor. Be sure to set out a specific
budget for the endeavor and follow all travel and conference district
procedures (AP 6311 and AP 7400). Your activity should not require you to
be absent from scheduled classroom duties for more than 5 workdays. Please
note: Assembly Bill 1887 prohibits travel to the following states: Alabama,
Iowa, Kansas, Kentucky, Mississippi, North Carolina, Oklahoma, South
Carolina, South Dakota, Tennessee, and Texas. You are permitted to apply
for funds up to $10,000. Additional expenses beyond that amount must
receive West Valley Mission Community College District Board of Trustees
approval. Be sure that your application for funds is also not under
consideration with another group (Strong Workforce, Student Equity and
Achievement, etc.)
2. Complete the Conference Leave Committee application. The application is
simple and straightforward and allows you to explain the larger significance
of your endeavor and how it will assist your teaching position here at Mission
College.
3. Email the completed Conference Leave Committee application and the
Conference Form (signed by your Dean) to the members of the Conference
Leave Committee. For 2019-20, the membership of the committee is Haze
Dennis, Wenlei Shan, and Brian Miller.
4. The committee will review your application and respond within 5 business
days. You will receive notice of approval or disapproval as well as the
funding amount.
5. Enjoy your professional learning activity.
6. Upon return, promptly submit all receipts and your Conference Form for
reimbursement to your Administrative Specialist in your Division. You will
also need to submit your report to the committee or make arrangements to
share what you gained from the endeavor.
The last day to submit an application to the Conference Leave Committee for
2019/20 is June 19, 2020!
Prepayment option.
It may be possible to process a district check request for prepayment of lodging
and/or registration expense, per the following guidelines.
1) You must be 100% certain that your travel plans are final and confirmed. You
will be responsible for retrieving or reimbursing the disbursed funds in the
event that your travel plans change after pre-payment has been sent by the
district.
2) It is the responsibility of the applicant to ensure that the lodging property
will, in fact, accept prepayment in the form of a district check, and to secure
an official and formal lodging invoice/bill from the property. The applicant
must also ensure that the per night charge does not exceed allowable
guidelines. It is expected that if the travel takes place in California, the
faculty member will submit an Occupancy Tax Waiver form to the hotel as
they are traveling as an employee of the State of California.
3) In the case of a requested pre-payment of registration, a formal registration
form, along with an official registration bill or invoice must accompany the
check request.
4) The applicant is responsible for ensuring all prepayment request contain
complete and official documentation, and also that the documentation and
check request form are submitted to the appropriate budget administrator in
a timely manner.
Faculty, please be thoughtful and consider opportunities for full utilization of these
funds. The approximate amount per applicant is notably more than the $200 per
year that was previously allocated. With this new allocation it is possible that a
worthwhile endeavor could be fully funded.
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WVMCCD Administrative Procedure
AP 6311
Business and Fiscal Affairs
AP 6311 TRAVEL AND CONFERENCE REIMBURSEMENT
References:
Education Code 87032
Government Code 11139.8
U.S. Department of State
Department of Homeland Security
Internal Revenue Service (IRS)
Employee Travel Reimbursement
District employees and members of the Board of Trustees are entitled to request
reimbursement for travel and conferences made on the District’s behalf.
All claims for reimbursement must be accompanied by original receipts. The claim shall
be submitted no later than 45 days after the date of travel.
Prior Board approval must be obtained for any travel at District expense if the total travel
expense will exceed $10,000 for any one event or purpose, without regard to the number
of individuals traveling.
If the employee is issued a District credit card, the employee should use the card to pay
for all expenses related to official business travel, including event registration, lodging,
meals, and transportation. Meals shall not exceed the per diem rates.
Employees shall make their own travel arrangements.
It is the District’s intent that no employee shall incur a personal financial gain as a result
of traveling on district business.
Prior to travel
Prior to traveling for a district-related conference or event, the employee must complete
“Section I” of the Conference Attendance Reimbursement form and submit it to his/her
supervisor/budget administrator for approval regardless of the funding source. Once
approved, retain the form and complete after attending the conference.
Prepayment
Prepayment for registration, hotel and airfare may be made through a District/personal
credit card or a check request. Claims for prepayment reimbursements may be
processed upon incurring the cost and prior to the conference or event. The employee
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shall submit a check request for each vendor who is to receive a check for prepayment.
A copy of the approved and signed conference attendance form and back-up
documentation for the prepayment expenses must accompany the check request.
Upon completion of travel
After the conference, complete “Section II” of the original form (including all prepaid
expenses), attach all applicable original receipts, secure appropriate approval signatures,
and submit the form to Accounts Payable. The reimbursement request should include all
expenses (hotel, airfare, car rental, mileage etc.) for the one event. The form and
documentation will be reviewed by Accounts Payable who will then issue a
reimbursement check or ACH transfer.
Meals
For a one day trip (less than 24 hours) that does not require an overnight stay, no meal
reimbursement will be provided.
For trips that exceed 24 hours, the average of the daily California per-diem meal
reimbursement rate established by the U.S. General Services Administration shall be
applied. Employees are not eligible for meal reimbursement if the conference is providing
the meals or if the meals are charged on a District-issued credit card. If meals are
charged on a District-issued credit card, the employee will be responsible for the
difference of the actual charge and the per-diem limit.
Rental Cars
The standard size for automobile rental is a “compact” unless more than two employees
share a single vehicle. Car rentals are allowed one day before or after the conference.
There will be no reimbursement for car rentals that are beyond the conference period.
Airfare
Air travel shall be by regularly scheduled airlines in coach class with standard check-in.
All expenses above the regular coach class and standard check-in will not be
reimbursed by the District. Upgrading to a more expensive class or early check-in is
allowed but only at the employee’s expense.
Hotel
While traveling on District business, employees are encouraged to stay at moderately
priced hotels. Employees are also encouraged to stay within the hotel where the
conference is taking place. Expense items for the following will not be reimbursed:
expenses for spouse or children, personal use items, hotel laundry, in-house movies,
alcoholic beverages, telephone calls or wireless internet (other than for
Conference/District business). Hotel stays are allowed one day before or no more than
one day after the conference, depending on the location of the conference. Hotel stay
that exceeds the conference period will be at the employee’s expense.
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Mileage
Mileage for the use of a personal vehicle will be reimbursed at the current IRS-approved
rate. The rate is intended to cover all costs associated with operation of the vehicle,
including insurance, repairs, fuel, and other operating expenses. In most cases
reimbursement will be based upon the distance from the District/College to the
conference destination using the “Standard Mileage” list. If the destination is not identified
on the “Standard Mileage” list, you may be asked to provide an internet map showing the
total miles traveled. If attending a meeting or conference, a copy of the agenda or
announcement with location and date must also be provided (excluding meetings at the
District or colleges).
When traveling between campuses, mileage may be claimed for roundtrip travel if the
employee is returning to his/her primary work location to continue the workday. If the
employee travels to the sister college and ends his/her work day at that location, mileage
may only be claimed one way. If an employee starts and/or ends his/her workday at a
location other than the primary work location, mileage may be claimed from the primary
work location to the off-site work location (not including District sites).
Mileage expenses may be allowed between the employee’s residence and the common
carrier or destination if the business travel originates or terminates before or after the
employee’s working hours, or during a regularly scheduled day off. Under all
circumstances, the shortest route should be chosen for mileage reimbursement purpose.
Mileage for personal excursions while at a conference will not be reimbursed. If it is
determined that airfare to the conference/event, plus the estimated cost of a rental car,
would have been less expensive than the reimbursement for using a personal vehicle,
the employee will be reimbursed at the cost of the airfare, plus the estimated cost of a
rental car.
Claims for mileage reimbursements may be submitted as frequently as needed, but at
least once a quarter.
The use of personal vehicles by employees on District business is at the employee’s own
risk. An employee’s personal vehicle insurance is considered primary coverage.
Student Travel Reimbursement
District funds may be used for students’ travel which may involve participating in
competitions; conferences; workshops; meetings; and social, educational, and cultural
activities. The procedure pertains to student travel for activities that are organized and
sponsored by the College including travel that is funded by the Associated Students. All
funds used to pay for student travel shall comply with allowable funding source
requirements (auxiliary, grant or categorical programs).
It is preferred that the District chaperone, coach, or instructor attending the event utilize
their District credit card to pay for group meals and travel expenses (travel arrangement).
When possible, payments for student travel shall be paid directly to the vendor.
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In an event where cash advance is needed for meals, the chaperone, coach, or instructor
may submit a Check Request Form to the District Finance Office to request for a check
made out to the chaperone, coach or instructor (must be District employee). They are
responsible for disbursing the cash to the students and ensuring they track the
disbursement on a list. The student must sign the list acknowledging receipt of the cash
amount. The amount may not exceed the District’s per diem rate. Students are not
entitled to per diem and must provide receipts for all meals. Alcohol expenses on any
meal receipt shall be paid by the individual. All unspent funds shall be returned to the
District Finance Office no later than three business days after the event.
Students who are seeking travel reimbursement for official college business shall
complete the Travel Reimbursement Request for Non-Employee Form and a signed W-9
form. They are required to comply with the employee travel reimbursement procedure.
Reference AP 4300 for Student field trip and excursion procedure for additional guidance.
Foreign Guest Speaker Travel Reimbursement
A foreign guest speaker who is invited to speak at the college may be reimbursed for
travel expenses under the American Competitiveness Workforce Act of 1998 and the IRS
regulations. Such amounts are excludable from the individual’s income, are not reported
as compensation, and are exempt from withholding and payment of employment taxes.
It is preferred that the department make the travel arrangements in advance and pay for
the travel expense utilizing a district-issued credit card. Travel arrangements shall be in
compliance with the Employee Travel Reimbursement procedure as it relates to airfare,
hotel, and car rental.
Travel reimbursements to foreign visitors, including advances for airfare and
reimbursements for travel expenses, may be restricted by the visitor’s visa status or other
requirements established by the Department of Homeland Security. In most cases,
additional documentation must be provided by the visitor in advance of the
reimbursement.
A foreign guest speaker is expected to comply with the District’s Travel and Conference
Reimbursement procedure. The guest speaker is not covered under the District’s liability
insurance and is expected to purchase his/her own insurance coverage. Non-employee
meals will be reimbursed based on actual cost which shall not exceed the District’s per
diem rate. The reimbursement request must be supported by itemized receipts
regardless of the amount. Alcohol expenses on any meal receipt shall be paid by the
individual. Non-employees are not allowed meal per diem.
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Prior to the arrival of the foreign guest, the requestor must complete the Travel
Reimbursement Request for Student and Foreign Guest Speaker Form for the foreign
guest speaker. The travel request shall be approved by the Supervisor or Department
Manager and the VP of Administrative Services prior to the event. After the event, the
requestor shall complete the form on behalf of the foreign guest speaker and have him/her
sign as the claimant. The Supervisor or Department Manager needs to approve the
reimbursement amount. Finally, the VP of Administrative Services shall approve and
validate the supporting documents and ensure there are sufficient budget to cover the
travel reimbursement. The completed form is submitted to the District Finance Office for
final review and processing. After receipt of the form, the District Finance Office shall
process the reimbursement within seven business days.
A citizen of a foreign country who wishes to enter the United States must first obtain a
visa, I-94 or waiver status on their passport. Before hosting a foreign visitor, the hosting
department should ensure that the foreign visitor has the proper visas. Foreign visitors
are issued an I-94 (arrival/departure card) showing their travel status, which determines
eligibility for reimbursement. Visitors from certain countries traveling under the VISA
Waiver Program (VWP) on WB status are not issued a paper 1-94, rather the WB status
is indicated on their passport. There are no exceptions to visa requirements. All foreign
visitors shall provide proof of proper visas prior to visiting the campus.
Date Approved: August 7, 2019
Revised: 10/1/19
SECTION I: COMPLETE PRIOR TO CONFERENCE
Claimant:
Employee ID #:
Date Prepared:
Department: Contact #: Campus Location:
Name of Conference:
Sponsoring Organization: Dates of Conference:
Purpose of Trip:
Do you have a District-issued credit card? Yes No If yes, you should use your credit card for all travel expenses.
Estimated Total Expense: If you need to make advance payments, a check request must be attached to this form.
Committee Faculty Approval:
(Faculty Conference per Article 35) Date:
Dept. Supv./Mgr.:
Date:
Budget Admin:
Date:
ACCOUNT NUMBER: AMT. OR % ALLOCATION:
SECTION II: COMPLETE UPON RETURN FROM CONFERENCE
Description District Vendor/Check #
Registration
Taxi/Shuttle Total Prepaid Expense
Auto Rental
Mileage
Amt. Cost
Parking Breakfast
Bridge Toll Lunch $21.00
Meals $35.00
Total Reimb. Total Meal Reimb.
SELECT REFUND TYPE
Signature of Claimant: Date:
LINK
VP of Administrative Services:
(College only)
Within 45 days of the date of travel, submit the completed, signed Conference Attendance Reimbursement form. Itemized original receipts must be attached for all
claims except for meals at the per diem rate. For mileage claim, utilize the mileage on the "Mileage Chart" located on the District website (Fiscal Services/Accounts
Payble/Forms) for distances traveled between frequently used destinations. You may be asked to provide an internet map for non frequently used destinations for
auditing purpose. If attending non-district events, a copy of the agenda with location and dates must be provided (AP 6311).
$ -
-$
Dinner
District Prepaid
Amount
$ -
Meals
$14.00
-$ -$
-$
-$
Amount
Voucher #:_______________
CONFERENCE ATTENDANCE REIMBURSEMENT FORM
ACCOUNTS PAYABLE
DISTRICT FINANCE DEPARTMENT
Submit form to District Finance Office
Date:
Date:
Dept. Supv./Mgr.:
ACH
(Click LINK below if bank account is
not on file with Accounts Payable.)
2019 rate:
$ -
Meal reimbursements are only for
overnight business travel. If the cost of
the conference registration covers
meals, there shall be no meal
reimbursement.
-$
-$
# Meals
-$
I certify that the following is a summary of necessary, true and actual expenses incurred by me in connection with my attendance at the above conference.
-$
-$
-$
0
-$
0.580$
-$
0
0
0
0
-$
-$
-$
Conference Location:
Conference Leave Committee Application
Contact Information
Name
Department
Full or Part Time
Email
Professional Learning Opportunity Information
Amount of Funds You are
Requesting
Name of Activity
Sponsoring Organization
Location
Dates of Activity
Nature of Activity
Will you be a presenter at
the Conference or
Training?
Will the activity for
which you are applying
require your absence from
work?
Yes
No
Give a brief descriptive
statement about the
activity and how it
relates to two or more of
your student learning
outcomes (SLOs),
program level outcomes
(PLOs) or Mission
College's Institutional
Learning Outcomes
(ILOs)
Please check the ways
that you will share the
information learned
Hold a workshop or meeting for disseminating what was learned
Prepare a 2-3 page report suitable for distribution to relevant campus
personnel discussing how the conference enhanced your professional
learning and how the information learned could help other
colleagues.
Other
Budgetary Information
Registration/Tuition
Airfare
Lodging
Taxi /Shuttle
Car Rental
Mileage
Parking
Bridge Tolls
Meals
Total
Signature
Date