Using Your Professional Development Funds
Answers
Conferences, workshops, classes and materials like books (but not for equipment).
How do I use it to go to a conference?
(Note: Do the initial paperwork as far in advance as possible. It takes at least two weeks for paperwork to be processed.)
1. Fill out the Prior Approval for Travel form (available here).
- To find out how much the flight will cost, call our travel agent. Lauri Spivey can give you the number.
- To find out what the per diem rate is for lodging outside Washington State, see http://www.gsa.gov and click on “Per Diem rates.” For meals outside Washington State, see http://www.ofm.wa.gov/policy/10.90a.pdf. For lodging and meals within Washington State, see http://www.ofm.wa.gov/policy/colormap.pdf.
- If you are planning to drive, the private vehicle mileage reimbursement rate is available at http://www.gsa.gov.
- Make your own hotel reservation, keeping in mind the amount you can be reimbursed (see per diem, above).
- Attach documentation to the Prior Approval Form, such as the web site announcement for the conference.
2. Fill out a Request for Payment (RFP) form (available here) to pay the registration fee.
3. Fill out the conference registration form.
4. Give the Prior Approval Form, the RFP and the conference registration form to your division chair. Keeping them together makes the process easier.
5. Fill out a Class Coverage form (Word doc) and submit to your division chair.
6. Find out if your travel has been approved by calling Thuy Nguyen at 206 592 3322 (or ext. 3322) a few weeks after you submit your paperwork. She will give you the approval number. Call the travel agency back, make your plane reservation, and give them the approval number. This pays for your flight.
7. When you return from the trip, fill out a Travel Voucher and attach hotel receipts. You do not need to attach receipts for meals. A check will be mailed to you. If you are uncertain about how to do the travel voucher, ask Lauri Spivey to do it for you. It’s easier for her to start from scratch than to fix mistakes.
How do I use it to buy books or other materials?
If you are buying less than $100 worth of books, you can buy them yourself, fill out an RFP, attach your receipt, and give it to your division chair. If you want to spend $100 or more, fill out an MSR and have the college buy the books directly.
How do I use it to take a class?
(Note: Do the initial paperwork as far in advance as possible. It takes at least two weeks for paperwork to be processed.)
1. Fill out a Request for Payment (RFP) form to pay the class fee. Attach documentation, such as a web site page. Give the form to your division chair.
2. Find out if your class has been approved by calling Lois Eriksson at X3203 a few weeks after you submit your paperwork.
(If the class requires you to miss the classes you are teaching, then you'll also need to fill out a Prior Approval for Travel form and a Class Coverage form.)
What if I spend more than the money I’ve been allotted?
After March 1, the division chairs tally the amount of money that went unused. An email goes out alerting the faculty that they can apply for money from that pool. The Vice President of Instruction decides how to allocate it.
More questions: Ask Lauri Spivey, Senior Secretary, X3445