PROFESSIONAL DEVELOPMENT

The process for requesting professional development funds goes smoothly provided the following steps are followed.  There is a $500 (cap) amount for professional development requests.  Each request is considered individually, on it's own merit, and reimbursement requests should be for the actual, anticipated amount to be requested.  This means that underestimating costs and then overspending the requested amount does not necessarily mean that the request for additional reimbursement will be honored.  Make your estimates for expenses as accurate as possible - check travel costs, lodging expenses, etc. prior to making the request. 
NOTE:  Professional Development money may not be paid out until you have submitted reports (narrative and statistical, success stories) on the web.

PROFESSIONAL DEVELOPMENT REIMBURSEMENT REQUESTS SHOULD BE SUBMITTED AS EARLY AS POSSIBLE TO ALLOW FOR PROCESSING TIME.  If a traveler submits a professional development opportunity request less than two weeks prior to the event, they should plan to cover all expenses on their own, and not assume that the request will be approved or reimbursed.  "Failure to plan on your part does not necessarily constitute an emergency on my part" is a valid statement on this issue.

The process to use is as follows:

1. You must complete the District Professional Development Application for Financial Reimbursement form (link below).  Make preliminary request to the Eastern District by submitting the district request form; This form lets the office know the dates, cost estimate, and professional development opportunity details.  Be sure the traveler signs it!    Attach agenda or program description to make clear the intent of the Professional Development Opportunity.  If registration by the district office is requested, be sure to indicate so and attach completed registration forms.
2. Get Department Head Signature.  Make copies of the form and attachments for your records.
3. Mail or fax the original signed form and a copy of the attachments to the Administrative Assistant at the Eastern District Office.
4. The Director approves or disapproves the request.
5. The Administrative Assistant sends back a copy of signed form with the approved reimbursement amount to the traveler.  If disapproved, the traveler may choose to go on his or her own time, and pay for it personally.
6. When the traveler returns, complete a Travel Expense Report (TER) with any covered expenses.  Original Receipts for lodging, registration, etc. must be attached.  Traveler must sign the TER.
7. The Travel Expense Report (TER) form and the Travel Reference Guide (Pocket Travel Guide) can be found on the Business Services Travel website.
8. Get Department Head Signature on the TER.  Make a copy of the form and of the attachments for your records.
9. Mail the original signed TER form, request form, original receipts, and any other attachments to the Administrative Assistant at the Eastern District Office.
10. The District Director will sign the TER and sends it to Accounts Payable.
11. Reimbursement is sent to the traveler generally within 2-3 weeks, depending on the need for additional documentation.
12. Paperwork must be submitted for reimbursement during the same fiscal year that the event occurred in order to receive reimbursement from the district office (unless other arrangements are approved by the District Director prior to the training/event).
13. NOTE: If you are requesting financial assistance from the district office for any coursework fee/tuition (including CEUs or short courses), you will also need to go to the Business Services Forms website, scroll to the bottom of the page and refer to the section on "Tuition Reimbursement". Please read the policy information (also available at this site) before submitting the form. This document must be completed for on-line classes, as well as on campus classes.
14. NOTE: For any out-of-state travel, whether reimbursed by the state or not, please complete the UW-Extension Out-of-State Travel Approval Request form. Original signatures required for this document - please submit via surface mail.

• District Professional Development Application for Financial Reimbursement (1 page, 5 KB)
• Eastern District Professional Development Request Process (2 page, 22 KB)
• State Travel Expense (TER) Guidelines - Reminders and Common Errors (1 page, 16 KB)

LINKS:

• UW-Extension New Colleague Orientation
• UW-Extension Program Development and Evaluation