**PLEASE ATTACH A COPY OF THIS FORM TO THE PURCHASE ORDER OR TRAVEL REQUEST FORM** Updated Oct 2017
PROFESSIONAL DEVELOPMENT FUNDS
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ROCEDURES AND EXPENDITURE GUIDELINES
The following definition is to be used when determining appropriate use of professional development funds regardless of source.
DEFINITION OF PROFESSIONAL DEVELOPMENT: Pursuit of knowledge or skill through study, research and creative
activities, travel, workshops or courses, sabbaticals, internships, apprenticeships, residencies, or work with a mentor or
master to enhance teaching as well as build expertise and remain current in one’s discipline. Hiring students to assist with
the execution of research, scholarly and creative activities is permissible.
Procedure to Request Funds
A Professional Development Request form must be approved prior to any State, Lottery and/or Foundation funds being expended
for professional development purposes. Complete and sign the appropriate form, obtain required signature(s) and submit the
completed form to your department/college administrative staff for processing.
A copy of the request form must then be attached
to the Purchase Order, Service Order and/or Travel Request Form.
All professional development expenditures, regardless of source, must be expended from your departmental Professional
Development DeptID. Expenditures must have prior approval through the Professional Development Request Process.
All purchases are University property. Preapproval is required prior to any and
all travel, purchases, hires, contracts, services, etc.
Purchases – ALL PURCHASES ARE UNIVERSITY PROPERTY
Reimbursements up to $1,000 per reimbursement, including
taxes, shipping costs, etc.
o Please see the Reimbursement Process Guidelines
o Include invoice and itemized receipt for reimbursement
Hardware/software purchases must follow IT purchasing
guidelines
Items must be tagged with state decal as required by University
Property Management
University off-campus use policies must be followed
Must be directly related to employment
Services/Consultants/Independent Contractors
Pre-approved services only
Must use appropriate University processes
Purchase/Service Orders (in advance ONLY)
No reimbursements for services
Employee vs. Independent Contractor Worksheet required
Special Consultant - use payroll processes
Independent Contractor – use Purchase/Service Order process
Must use Travel Request Form submitted and approved
prior to trip
International Travel: special considerations
Registration: Prepay process
Airfare: BTA, and Reimbursement through Travel Expense
Claim process
Car Rental: BTA; Corporate American Express Card; Must use
State approved car rental company
Hotel: Prepay and use Reimbursement through Travel Expense
Claim process
Meals: Reimbursement at no more than per diem rate through
Travel Expense Claim process
Conference Materials/Books, etc.: Purchase Order or
reimbursement process (itemized receipts are required)
No personal expenses (e.g. cell phone, movies, etc.); no alcohol
Graduate Assistants/Student Assistants
Salaries must be paid directly through appropriate payroll
processes
No reimbursements for salaries allowed
On-campus employment only
No travel and no compensation for grading
Subscriptions/Memberships
Must be delivered to university address (not home address)
o Professional organizations specific to discipline
Professional journals, newspaper, magazines, newsletters
Direct Pay process (preferable)
Must use university e-mail address for electronic subscriptions
No personal or social organizations
License/Credential Renewals
For Unit 3 Faculty who are required to maintain a license or credential as a preference or condition of employment or for
programs to meet accreditation requirements. This allowance is limited to renewals only and also allows for CBA 12.3 and 12.12
lecturers with a 50% or more teaching load.
