PD Forms
Professional Development Funding Advice and FAQs
The Approval:
I was approved for PD Funding to attend a conference/event. Now what?
- Prior to your trip or making any bookings/reservations, complete the Travel Approval Request in SoftDocs.
This confirms your supervisor and financial contributors are aware of your travel/event. Expenses will not be paid until the Travel Approval is received by the Business Office. Account numbers being used to cover expenses must be included on the form. You may contact the contributors to obtain the account numbers or you may leave them blank for the financial approvers to fill in.
- You may now register for your conference and make your travel arrangements. Please note that to use a third party for travel, it must first be approved by the VP of Finance, Mark Harmsen.
- Be sure to save your receipts for when you reconcile your funding. For meals, be sure to keep the itemized receipt showing the date, your order, any tip, and your methods of payment.
Once you are back from your trip:
Complete the PD Funding Follow up form with via SoftDocs or email the PDF to Mikken at mcanham@mclennan.edu.
Complete the Travel Reconciliation Form. This form reflects all of the actual expenses, the methods of payment, and any overages. This form does not initiate any reimbursements. The Travel Reconciliation also shows how much each financial contributor is paying.
Reconciliation forms should be completed the week you return, or as soon as possible. File all reconciliation forms applicable. Reconciliation forms may include all or some of the following: P-Card Statement Submission, Employee Reimbursement, and/or Mileage Reimbursement. If a p-card was used, you will need to wait until the p-card statement showing the transaction(s) being paid is available.
All receipts are required for reconciliation. In the event of a missing receipt, the Missing Receipt Deceleration may be filed.
Submitting Expenses
Be sure to submit your expenses as appropriate. All contributions from your department, Dean, Vice President, and/or President will be paid out first, then PD Funding will be applied. When submitting your payment/reimbursement requests include the applicable financial contributors and Mikken on your requests.
For example, if you or your supervisor pays for your conference fee using a P-Card, the P-Card statement and receipt will be submitted with any contributors and Mikken listed as financial approvers. Even if the expense is being paid with the department’s contribution, Mikken will need to be included so the contribution can be noted as fulfilled.
If you are requesting an expense to be paid via invoice, you may submit the Check Request for Invoice in SoftDocs and include any applicable contributor and Mikken as financial approvers.
If you paid an expense personally, you would submit the Employee Reimbursement form in SoftDocs. Be sure to attach your receipts and include all financial contributors and Mikken as financial approvers.
If you are being reimbursed for mileage, complete the Mileage Reimbursement Form in SoftDocs. The mileage does NOT get included on the Employee Reimbursement Form.
Please contact Mikken Canham at mcanham@mclennan.edu with any questions about PD Funding.
Contact Melree Paris at mparis@mclennan.edu with any questions about the Travel Forms or Reconciliation.
- Apply for Professional Development Funding
Professional and Organizational Development Program Policy
http://www.mclennan.edu/employees/policy-manual/docs/F-III-D.pdf
Committee for Professional Employees and Faculty:
The Professional Development Committee serves to solicit, collect, and judge proposals submitted by full-time regular professional employees for professional development and to provide input for professional development activities on campus for all professional staff. Proposals are due no later than the last Wednesday of each month.
To apply for Professional Development Funding:
- Visit SoftDocs and log in.
- Go to Forms and scroll down to Professional and Organizational Development.
- Select the POD Faculty and Professional Staff Funding Proposal.
- Complete the form and attach all supporting documentation.
- Sign the form and include your supervisor, Dean/Director, and Vice President in the Workflow Information section.
The form will first go to the Coordinator of Professional and Organizational Development, Mikken Canham, for review. The form will then go to your supervisor, Dean/Director, and Vice President for review. Your supervisors(s) may include comments and make a contribution to the funding. Once all supervisors have approved the application, the form will return to Mikken Canham. The proposal will be presented to the Faculty/Professional Staff PD Committee at the next monthly meeting. All applications are due by the last Wednesday of the month and will be presented the following month. The PD Committee meets on the first Friday of the month. The Chair of the PD Committee will email all funding decisions to the applicant.
Please contact the Coordinator of Professional & Organizational Development, Mikken Canham at mcanahm@mclennan.edu with any questions. PD Funding Proposal are due no later than the last Wednesday of each month.
Committee for Support Staff:
The Support Staff Professional Development Committee serves to solicit, collect, and judge proposals submitted for professional development and to provide input for professional development activities on campus for all support staff. Proposals are due no later than the last Wednesday of each month.
To apply for Professional Development Funding:
- Visit SoftDocs and log in.
- Go to Forms and scroll down to Professional and Organizational Development.
- Select the POD Faculty and Professional Staff Funding Proposal.
- Complete the form and attach all supporting documentation.
- Sign the form and include your supervisor, Dean/Director, and Vice President in the Workflow Information section.
The form will first go to the Coordinator of Professional and Organizational Development, Mikken Canham, for review. The form will then go to your supervisor, Dean/Director, and Vice President for review. Your supervisors(s) may include comments and make a contribution to the funding. Once all supervisors have approved the application, the form will return to Mikken Canham. The proposal will be presented to the Faculty/Professional Staff PD Committee at the next monthly meeting. All applications are due by the last Wednesday of the month and will be presented the following month. The PD Committee meets on the first Friday of the month. The Chair of the PD Committee will email all funding decisions to the applicant.
Please contact the Coordinator of Professional & Organizational Development, Mikken Canham at mcanahm@mclennan.edu with any questions. PD Funding Proposal are due no later than the last Wednesday of each month.
- Class Creation Proposal Form
If you would like to offer a POD course, please complete the POD Class Creation Proposal available in SoftDocs. Submitting the Class Creation Application Form (CCAF) does not guarantee or authorize the class. All CCAFs will be reviewed by the Professional and Organizational Development office. Please keep the following in mind when developing or requesting a Professional Development class:
- PD classes are a form of Continuing Education classes.
- PD classes are training classes with defined training objectives.
- PD classes are not wellness, personal development, or human interest/information sessions.
- Most classes are 90 minutes and are offered on Mondays from 2:30-4pm and Tuesday through Friday from 9:30-11am and 2:30-4pm.
- Professional development introduces and advances skill sets through continuing education, providing vital opportunities for professional careers.
- Please note on the Proposal Form if you have a proposed room for the class.
- Step-credit classes are graduate-level, 16-hour (one step-credit) courses and offered on a limited basis.
Please contact the Professional and Organizational Development office by emailing Mikken Canham at mcanham@mclennan.edu or Vincent Crowson at vcrowson@mclennan.edu with any questions.