Business Services - Approval to Incur Conference, Seminar, Training or Travel Expenses

Purpose: To obtain advance approval to attend an In-District or Out-of-District conference, seminar, exhibit or training.

Policy Number: 01.5.2012.0005

​What form(s) do I need?

How to complete the Approval for Conference, Seminar, Training or Travel packet:

  •  Complete the Part 1 Conference, Seminar or Training Leave Travel Expense form.
    •  Enter your home address (not Malcolm X College) on the form.
    •  Be sure to indicate all estimated expenses related to your trip when entering amounts for car rentals, flight/train, lodging, registration, parking, shuttle bus, taxi, tolls, mileage and meals.
      • Reimbursements will not be approved if estimated costs are not included on this form.
    •  Confirm that your preferred hotel and registration vendors are in the Financial Management System (FMS).
      • Your department secretary can assist you.
    • Use the Meal Allowance link to determine the allowable expenses for your meal purchases.
    • Be sure to complete the Funding Source ChartField section of the form.
      • You can obtain the funding source from your Dean or Department Chair.
  •  Gather all required documentation.
    • Flight/Train itinerary (from company’s website) which includes preferred travel times, dates of travel and preferred airline carrier.
    • Completed ETS profile form.
    • Hotel confirmation
    • Completed Registration, agenda and detailed description of the event which outlines the purpose of the conference.        
      •  All participants must register themselves with the conference venue;
      • The Business Office is only responsible for registration payment;
    •  Include Google or Map Quest mileage information( 1 )
      • From home to location
      • From school to location
    • Obtain all required signatures.
      • Dean/Manager
    • Submit the completed packet to the Business Office( 2 )
      • Submit a completed and approved packet no less than 60 days before your event.

Note:

( 1 ) Per district policy, do not include the first or last mile when calculating mileage (i.e., deduct 2 miles from the total mileage driven for the trip).
( 2 ) The Business Office will obtain the remaining, required signatures from the Executive Director, President and Vice Chancellor’s Office.