Please note: the GCFA is making this information available based on November 2011 information on the Gavilan College intranet (go to Faculty Staff Development page, then click Travel and Conference link, then Instructions; this file will download but not open.) For this first time in Fall 2011, part-time faculty are able to apply for conference funds that accumulate at the rate of $100 per semester for up to four semesters, and to get mileage and food expenses for conferences. Please follow these instructions but check to be sure this is the most recent version of the Instruction form so you do not have delays or re-dos.

The relevant contract section comes first, instructions below it.

ARTICLE 28 revised 2011
PROFESSIONAL DEVELOPMENT AND TRAVEL
1.The District will pay full and part time faculty members for all pre-authorized travel and
conference expenses. The District will pay full and part time faculy members according to
the following articles.
1.Each full time faculty member will be allocated four hundred dollars ($400) each
academic year for professional travel and conference. Faculty members may
choose to accumulate this allotment for a two year period. A portion no less than
fifty dollars ($50) may carry over to a second (2nd) consecutive year. Notification
of carry over must be noted on the “year end check out form”.
2.Each part time faculty member will be allocated one hundred dollars ($100)
each fall and spring semester for professional travel and conference. Faculty
members may choose to accumulate this allotment for a two year period. A portion
of no more than $200 in each fiscal year and no less than fifty dollars ($50) may
carry over to a second (2nd) consecutive year. Notification of carry over must be
noted on the “year-end check out form”. To be eligible for this allocation, a
part-time faculty member must have worked for Gavilan College for no less than
four (4) consecutive fall and/or spring semesters at any time. Part-time faculty that
have already satisfied this requirement are eligible for this allocation.
2.Full-time faculty members who submit an individual Professional Development Plan which
specifically supports the College Strategic Plan will be granted up to two hundred fifty
dollars ($250) more every two (2) years. The individual Professional Development Plan
must be submitted to the Department Chair and/or Supervisor for review and comment. It
must be approved by the Faculty Staff Development Committee and the Vice President of
Instructional Services.
3.The Board authorized per diem allowances will be provided when authorized. The District
does not reimburse the cost of alcoholic beverages.
4.Each full-time and part time faculty member will receive the IRS maximum allowable cents
per mile for pre-authorized use of personal automobiles for travel.

Instructions for Completing a Travel & Conference Form

Completing the form:

• Go to the Faculty Staff Development website, click on the Travel & Conference link, and open the Travel & Conference Form.  Handwritten copies will not be accepted by the Faculty Staff Development Committee.

• Complete the “employee name,” “date submitted” and “Part 1 (Conference Request Advance)” of the form.  Be sure to complete all applicable information and all anticipated costs.  Save the completed form to your hard drive.

• E-mail an electronic version of the document as an attachment to Pilar Conaway at facultystaffdevelopment@gavilan.edu .  If you have an electronic version of the conference brochure, please e-mail this as well.

• Print a hard copy of the form and attach a brochure or flyer about the event/conference.

Required signatures:

• Sign the hard copy of the form.  The “applicant signature” line is on the right hand side of the page approximately half way down.

• Have your supervisor sign the hard copy.  The “supervisor” signature line is on the left hand side of the page approximately half way down.

• Forward the hard copy (with signatures and brochure/flyer) to Susan Turner, Faculty Staff Development Committee Chair.
  
• Following approval by the Faculty Staff Development Committee, approval of the appropriate Vice President is required.  The Instruction Office will obtain the Vice President’s signature.

• If your travel is out of state, approval by the President is required.  The Instruction Office will obtain the President’s signature for you after the Faculty Staff Development Committee has approved your travel request and signed the form.

• The form with all of the required signatures will then be returned to you.  The original signed form must be submitted to the business office for reimbursement.  Be sure to save the signed form.

Reimbursement:

11.        Complete all categories in “Part 2 (Reimbursement Request)” for which your travel was funded (including those that were prepaid); attach receipts for all expenses (including those that were prepaid, such as hotel or conference fees); and return the completed form to your supervisor.  Your supervisor will forward the form to the appropriate Vice President for submission to the Business Office.