PROFESSIONAL DEVELOPMENT TRAINING Understanding the Process

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Presentation transcript:

PROFESSIONAL DEVELOPMENT TRAINING Understanding the Process

Travel Forms We are hoping that we have eliminated some of this type of confusion….

To support your request for Professional Leave To estimate and justify all expenses

Why is the Process Necessary? Professional Development Prior Approval Form is required because: Protects employee Liability to the district when you are traveling Approval needed to spend funds on professional development Employees can take 10 professional development days in a fiscal year

Prior Approval Form is now two pages New Items Prior Approval Form is now two pages Professional Development Prior Approval Checklist

Location of Forms Blackboard SES Strategic Operations Information Professional Development, located on the left side

When to Use the Different Forms Use the Professional Development Prior Approval Form: If the Professional Development is not in eSchools External Workshop, Conference, or Seminar Use the Out of District Travel Google Form: When traveling outside of the district for: Student observations Student evaluations Student medical appointments Meetings Picking up equipment

In-District Travel (Wake County, Professional Development not listed in eSchools) Forms Required (at least 6 weeks prior to the Professional Development) Professional Development Prior Approval Form Professional Leave Form Agenda - Attach a copy of the agenda to the Professional Development Prior Approval Form. Direct Pay form, if requesting payment in advance for registration. Attach another copy of the agenda to the Direct Pay form. Vendor information form for each vendor, if required

In-State Travel (North Carolina) Forms Required (at least 6 weeks prior to the Professional Development) Professional Development Prior Approval Form Professional Leave Form Agenda - Attach a copy of the agenda to the Professional Development Prior Approval Form. Direct Pay form, if requesting payment in advance for registration. Attach another copy of the agenda to the Direct Pay form. Direct Pay form, if requesting payment in advance for lodging. Attach a copy of the agenda to the Direct Pay form. Vendor information form for each vendor, if required Request for Excess Subsistence for Lodging, if required

Out-of-State Travel Forms Required (at least 8 weeks prior to the Professional Development) Professional Development Prior Approval Form Professional Leave Form Agenda - Attach a copy of the agenda to the Professional Development Prior Approval Form. Direct Pay form, if requesting payment in advance for registration. Attach another copy of the agenda to the Direct Pay form. Direct Pay form, if requesting payment in advance for lodging. Attach a copy of the agenda to the Direct Pay form. Vendor information form for each vendor, if required Request for Excess Subsistence for Lodging, if required Out of State Travel Waiver request

Out-of-State Travel Airline tickets, if applicable: Less than $2,500 may be purchased with direct pay or by employee More than $2,500 must be purchased with a Purchase Order Flight insurance is not reimbursable Approval to drive is required before traveling to any out-of-state location A written request by the employee needs to accompany the prior approval form A comparison of the cost of driving versus flying needs to support the request

Agendas An Agenda needs to be attached to the Professional Development Prior Approval form. If not available, attach official documents from the professional development that demonstrate the value of the professional development and support your request Highlight on the agenda the sections and/or sessions you will attend

Embedded Excel Spreadsheet Double-click on the Excel document to add the information into the spreadsheet Always request round trip mileage Meals are only allowed if the conference is not providing them If not requesting any payment or reimbursement of expenses, put a zero on the spreadsheet Receipts are required for all expenses except meals

Embedded Excel Spreadsheet

Reimbursement for Meals If the travel is not overnight, there will be no reimbursement for breakfast and dinner unless the travel is prior to 6:00 am with a return after 8:00 pm No meal is reimbursable if the travel is within Wake County Meals are reimbursed at the Travel Subsistence Rate listed on the Professional Development Prior Approval Form

Requesting the State Car Always include your round trip mileage in your expenses, but Contact Donna Blair, dblair@wcpss.net, to see if the state car is available Sometimes we can also request cars from Rock Quarry if our car is not available. Always contact Donna Blair, dblair@wcpss.net, before requesting a car from Rock Quarry.

Direct Pay Forms A direct pay form submitted for professional development must include: Completed Direct Pay Form Copy of completed Registration Form Conference brochure or agenda Additional copy of complete registration form if needed to be sent with check Employee Paid Registrations: Can be reimbursed in advance of the activity by submitting all required Direct Pay documentation listed previously, including the receipt, or by submitting it on your 1800 travel form

Forms Required Upon Return Forms that are required once you return from the Professional Development: 1800 travel form or 1800m mileage form depending on reimbursements needed. Attached second page of Prior Approval form (signed by your supervisor and Karen Hamilton). 1800 for all expenses, including mileage 1800m if mileage is your only expense Receipts for all expenses, except meals, are required if requesting reimbursement Copy of Certificate of Attendance or agenda

When are Travel Forms Due? 1st of each month to your supervisor 5th of each month to Kenny Incorrect forms are returned for corrections If they are submitted late, they might not be processed in the current month Remember – the mileage for professional development listed on your travel form should not exceed the mileage approved on your Professional Development Prior Approval form All expenses in total should not exceed the amount approved on your Prior Approval Form, or the form needs to be re-routed

Thank You Marti and Meg