STAFF Application for Professional Conference Funds

We are currently accepting applications for conferences through Spring 2024.


Attention Applicants:

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.


Application deadlines:

We review applications on a rolling basis until the funding allocated for the quarter is depleted. Please submit your application 3-4 weeks ahead of your event to allow ample time for the review process.


The limit for classified staff members (represented by ACE) is $1,600. If you are represented by Teamsters or by CSEA, please contact them directly to access any professional development funds they may provide. Note that if your expenses are greater than $1600 you may be able to access additional funding from the Foothill Classified Senate (classified staff) or the Foothill Academic Senate (faculty). Please reach out to them directly for more information.


The limit for classified staff supervisors represented by Teamsters is $2,000.


Please note, an application request is not a guarantee of funding. Actual funding may be lower than requested, due to limitation of funds or other criteria established by the Conference and Travel Committee.

Applicant Information

8 digit Campus Wide ID

All communication regarding funding will be sent to your FHDA District email only.

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Special Note:

Please refer to your contract for more information.

Event Information:

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Attention:


The committee needs a minimum of two weeks to process applications. However, we will do our best to accommodate your request.

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Documentation must be submitted within 30 days after the event end date with the exception that June events must be submitted for reimbursement no later than June 30..

Please note, by selecting the virtual status some options such as airfare will not appear.

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Is your conference in the United States of America?*
Has the district chancellor (Lee Lambert) signed an International Travel Authorization request approving your travel?*

Don't forget to upload your approved international travel request at the end!

Attention: International Travel Approval Needed

All international travel has to be approved by the FHDA District chancellor before applying for Travel and Conference Funds. The form is available at https://fhdafiles.fhda.edu/downloads/accounting/InternationalTravelAuthoriza.pdf


Once approved by the chancellor, you need to then come back and complete the Smartsheet application. Be sure to include your signed chancellor's approval in your supporting documentation.

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BENEFIT STATEMENT

Example: create a system or process, develop new materials, improve your job skills, etc.


200 words maximum

Event Registration Cost and Fees

If none, please enter 0

Event Registration Documentation Required

Event Registration Documentation Required


A copy of the event agenda or program that describes the event and specifies the registration fee, dates, and location of the event must be attached to this form using the file upload feature at the end of the form. Please do not send a link by itself - we will contact you and ask you to resubmit with a copy of the program or agenda.

Are you flying to your event?

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Airfare

If using an estimate, choose the moderately priced coach option to give yourself adequate budget.


Enter zero (0) if there are no airfare expenses.

Airfare doc required

Airfare Documentation Required


If flying to the event, a copy of your estimated airfare or airfare receipt must be attached to this form using the file upload feature at the end of this form.

Are you going to request any mileage reimbursement to drive to your event?

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Mileage

Note: If you're driving more than 300 miles round trip to your event, you will be reimbursed at the economy airfare rate to your destination, OR for the total round trip miles, whichever is the lesser amount. (If the lesser amount is the economy airfare, enter it above, in Airfare.)


Current IRS Mileage Rate = $0.655

Enter total trip miles in whole numbers.

Mileage documentation required

Mileage Documentation Required


If driving to the event, a Google map showing the one-way distance from your home or from Foothill (whichever is closest).


If your event is greater than 300 miles away, please also attach an estimate of the economy airfare for comparison must be attached to this form using the file upload feature at the end of this form.

Are you renting a car, and/or are you going to use any ground transportation to get from the airport to your hotel like taxi, shuttle, Uber/Lyft, bus, train, etc.?

Please note we cannot reimburse you to take a taxi to/from your home and the airport.

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Please enter the total amount here. Be sure to include documentation

Select all ground transportation that apply.

Please attach an estimate for the ground transportation

Ground Transportation Documentation Required


If renting a car, a car rental estimate or receipt must be attached to this form using the file upload feature at the end of this form.


During your trip, don't forget to keep your receipts for Uber, taxi, BART, etc. as you will need to submit them with your Trip Voucher for reimbursement.

Please enter 0 if there are none

Please enter 0 if there are none

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Lodging

Sharing hotel expenses?

Each attendee must pay for their own portion of the hotel bill and have a receipt/itemized statement issued in their name.

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Please enter the hotel taxes per night (not total). If not showing on a webpage, use base room rate x 15%.

Lodging Documentation Required

Lodging Documentation Required


A lodging estimate or lodging receipt must be attached to this form using the file upload feature at the end of this form.

Meals / Per Diem

The per diem reimbursement rate is $64 a day for "low domestic per diem cities" and $74 a day for cities that are considered "high-cost cities." Check whether you're traveling to a high cost city/period at https://business.fhda.edu/policies-and-procedures/hh-travel-guidelines.html


Travel and conference funds can only be used to pay per diem for days of conference attendance (i.e. not on travel-only days).


The district doesn't allow per-diem for meals that are included in the conference fees. Please make sure your documentation includes an agenda showing which meals are/not included in your registration.

Enter your total per diem dollar amount requesting.


Enter zero (0) if there are no per diem expenses.

Add all total expenses (airfare, mileage, conference fees, etc.) and enter that dollar amount here.

You may be able to recover additional costs through another funding source such as strong workforce - talk to your dean to learn more.

File Upload

Attention! We're only able to open PDFs, JPEGs, and PNGs.

Drag and drop files here or

Important Information Upon Your Return

To guarantee reimbursement for expenses, you much submit a trip voucher that includes all of the supporting documents within 30 days of the date on which the event ends. Delay in submission may result in loss of funding. Be sure to submit:


  • Original receipts made out to the attendee for reimbursable expenses
  • Proof of payment for receipts that specify how payment was made (credit card, check, etc.)


Failure to adhere to these reimbursement policies may result in loss of funding.

Late application

We're very sorry but we can't accept applications for an event that has already begun. Thank you for your understanding.

Attention faculty: Please use the 2024-2025 Application form.

This is an old form and no longer reviewed by the Faculty Travel and Conference Fund committee. The link to the 2024-2025 form is https://app.smartsheet.com/b/form/ef5e85ce6d46408e932af93640a2a3e1

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