Fill - Free fillable Conference Leave Fund Application Instructions (Mission College) PDF form

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.

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

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.

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.

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.

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

For District use only

SECTION I: COMPLETE PRIOR TO CONFERENCE

Claimant:

Employee ID #:

Date Prepared:

Department: Contact #: Campus Location:

Name of Conference:

Attach conference announcement or agenda to this form. (Required)

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

Airfare

Lodging

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

Provide total miles traveled.

per miles

Check

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:

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.

0.580$

Conference Location:

Conference Leave Committee Application

Contact Information

Name

Department

Full or Part Time

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

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

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