1. PROFESSIONAL DEVELOPMENT TRAINING Understanding the Process

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

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

4. 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

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

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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Embedded Excel Spreadsheet

15. 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

16. Requesting the State Car
Always include your round trip mileage in your expenses, but
Contact Donna Blair, 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, before requesting a car from Rock Quarry.

17. 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

18. 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

19. 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

20. Thank You
Marti and Meg