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Identify the conference or professional development event you would like to attend.

Please note the types of events that cannot be funded by AS T&C funds:

• Certification required to fulfill job duties.
• Conference that offers CEUs when those CEUs will be used for salary advancement (SCCCD & SCFT Agreement (FT) 2022-2025, p. 45-46 and SCCCD & SCFT Final Agreement (PT) 2022-2025, p. 45).

All travel must be approved by the President’s Cabinet before paperwork can be routed for signatures.

Please plan according to the type of travel:

• In-State Travel: Submit paperwork to your Division Office at least 60 days before the event.
• Out-of-State Travel: Submit paperwork to your Division Office at least 90 days before the event.
• Out-of-Country Travel: Provide at least 3 months’ advance notice.

Email your dean with the following information:

1. Event name
2. Travel dates
3. Location
4. Funding source (if known)
5. Purpose for attending

Collect documentation for all expenses you are requesting reimbursement for - except meals.

Supporting documentation includes:

• Conference registration
  (cost or estimate, plus the conference agenda/schedule)
• Lodging
  (cost or estimate, including amenities)
   If you would like to compare hotel prices, you can use Hotel Engine. Please contact your division’s Administrative Aide for assistance with this process.
• Transportation
  (cost or estimate)
   If you would like to compare flight prices and/or car rentals, work with the Administrative Aide and/or the District Office to obtain estimates through Travel Shoppe. 

Make sure all documentation clearly matches the amount you are requesting.

Once approved by your dean, details are added to the Travel Matrix and reviewed by the President’s Cabinet.

After Cabinet approval:

1. The Division Office will send you the Travel & Conference (T&C) Forms for review and completion.
2. Routing for Signatures: Once you complete the form, (don’t sign it yet), it is routed for signatures. After all signatures are obtained, the form is returned to you to sign as faculty and then routed to your Division Representative to be added to the T&C agenda.

Note:
If your funding source is outside of Academic Senate funds, inform your division staff or the contact person for that area. Your paperwork will be routed to the appropriate department after your dean’s signature. 

Brown Act Posting Requirement 

For paperwork to be placed on a T&C agenda, all agendas and minutes must be publicly posted at least 72 hours before a scheduled meeting.

T&C meets every two weeks on Wednesday, which means your Division Representative must receive the signed T&C documents and all supporting documentation no later than three days before the meeting.

For example, to be included on a Wednesday agenda, your Division Representative must receive all documents by Friday before noon so they can be processed and added to the agenda. 

Attend your approved event and save all receipts for reimbursement.

1. Prepare & Submit Reimbursement Documents Within 10 Days:
   • Complete the SCCCD Travel Conference Reimbursement Form.
   • Total all expenses clearly, noting departure and return dates/times.
   • Attach all receipts.
   • Submit everything to your Division Office within 10 business days of completing your trip. The Division Office will forward documents to the Office of Instruction for processing.
2. Submit Evaluation Form
   • Complete the T&C Evaluation Form and email it to the T&C Chair.

Virtual Conferences or Purchases:
Coordinate with your Division Office to use the SCIP system to streamline reimbursement.

Expenses Exceed Approved Amount?
Consult your Division Office regarding any additional costs.

Change of Plans?

If you no longer need the approved funds, notify your Division Representative and Academic Senate Travel & Conference Chair as soon as possible.