Staff and Organizational Development

Staff and Organizational Development

A.C.E. Conference Funds Guidelines 2016 – 2017

Printable Version (pdf)
Conference funds, negotiated by the Association for Classified Employees (A.C.E.) and the Foothill-De Anza Community College District, provide opportunities for permanent classified and classified hourly staff to attend seminars, workshops, and conferences. [Current Contract: Article 14.7 Travel and Conference Fund.] Staff Revitalization and Professional Conference Funds are related to teaching and learning, job enhancement, and professional development. Examples of acceptable activities include:

  • attendance at off-campus professional conferences, workshops, and seminars.
  • attendance at on-campus workshops and seminars.
  • visiting other colleges or industry settings to review exemplary programs.

Funds may be requested by written application to the Staff Revitalization and Professional Conference Funds Committee. Interactive application forms may be downloaded and filled-in on your computer using Adobe Acrobat [other pdf viewing applications may not work properly]. Fill in the application using Acrobat Reader 8.0 or higher, as it will allow you to SAVE the form to your desktop, otherwise you will have to print your application before you close your document.
Do not use prior versions of this application as the information as the information requested changes.

Plan Far Ahead for International Travel Authorization!

Board Policy 4176 International Travel: The Board of Trustees recognizes that there is an occasional need for international travel to advance the purpose of the District. Except for the staff members employed within the Office of International Students and the Campus Abroad programs at FHDA, the Chancellor, in advance of the travel, must approve all international travel. The Chancellor shall submit a report to the Board of Trustees of all international travel approved under this policy.

Please allow several weeks to complete the approval process for international travel! To assist you with preparing your documents for the approval process there are several documents that you can review or access:

Instructions for Completing International Travel Authorization
International Travel Authorization Form

Criteria for Application Approval

In reviewing applications, the committee considers criteria such as:

  • value to the individual in updating job skills relating to instruction, student services, service excellence or technology.
  • value to the college in furthering current and future directions in instruction, student services, service excellence or technology.
  • presenting or speaking at a conference.
  • an effective plan for disseminating/implementing information and skills acquired.

2016 – 2017 Application Submission Deadlines

Conference funds must be approved prior to the date of activity.

Fall Quarter 2016
Application Packet due by: For the Meeting On:
Tue., October 4 Wed., October 12
Tue., October 18 Wed., October 26
Tue., November 8

Wed., November 16

Winter Applications Considered

Tue., November 29 Wed., December 7
Winter Quarter 2017
Application Packet due by: For the Meeting On:
Tue., January 10 Wed., January 18
Tue., January 31

Wed., February 8

Spring Applications considered

Tue., February 21

Wed., March 1

All NCORE Applications considered

Tue., March 14 Wed., March 22
Spring Quarter 2017
Application Packet due by: For the Meeting On:
Tue., April 11 Wed., April 19
Tue., May 2

Wed., May 10

Summer Applications considered

Tue., May 23 Wed., May 31
Tue., June 13 Wed., June 21

Summer Applications are reviewed and awarded on an as-needed basis.


  1. Awards for A.C.E. classified staff are limited per person for this conference fund in any academic year to (the total for one or more events): A MAXIMUM OF $ 1500.00.
  2. Funds are allocated to defray in part costs associated with conference or workshop fees, transportation to the activity, parking fees, per diem/meals, and lodging.
  3. In order to ensure equitable funding throughout the year, funds are divided among summer/fall, winter, and spring quarters.
  • Funds will be allocated for:
  1. The conference, workshop, or seminar fee.
  2. Airfare, or driving mileage to the event, from home or work, whichever is closest (maximum reimbursement is 300 max when driving, or amount of equivalent economy airfare).
  3. Ground transportation, such as local public transportation, taxi or shuttle from airport to hotel, and car rental-when applicable.
  4. Meals/per diem. Estimate actual meal costs for your application, not to exceed the maximums: Breakfast - $10 per day, Lunch = $15 per day, Dinner = $30 per day.
  5. Lodging expenses, if event is further than 75 miles away from the campus.
  • Funds will NOT be allocated for:
  1. Staff on Professional Development Leave.
  2. Probationary Staff.
  3. Enrollment in college or university credit courses. [Educational Assistance Funds are available from the District. See Appendix A in your A.C.E. union contract for an Education Assistance Form.]

Application Process

  1. Conference application forms may be downloaded and filled-out from the Professional Development website at: Call Mary Kay Englen at ext. 8322 if you have questions about completing the application.
  2. The original completed and signed application should be submitted to the Office of Professional Development for forwarding to the Committee and should contain the following: all information clearly explained; one copy of the brochure, flyer, or program agenda showing conference and hotel fees; signature of the division dean, manager, or supervisor, estimate of airfare, if flying to the event, and a Google map showing the number of miles to the event, if driving to it.
  3. When an application has been approved, the applicant is notified by memo and receives a trip voucher, Out-of-State Authorization Form (where applicable), and instructions for reporting expenses.
  4. Employees are responsible for paying for all conference fees and travel expenses. To be reimbursed for these expenses, applicants must submit all three of the following to the Office of Professional Development within 45 days of the date on which the activity occurred:
    • a completed and signed trip voucher (the Associate Vice President of Instruction's signature will be acquired by Professional Development).
    • original receipts made out to the attendee for conference fees, lodging, and transportation (receipts issued in someone else's name will not be reimbursed).
    • a 1-2 page written summary of the conference.

Process for Secondary Funding

If you have been approved for secondary funding for your activity, you should plan to turn in ALL receipts for reimbursement on the Professional Development trip voucher.  The manager of the secondary funds should fill in the amount of reimbursement at the top of the trip voucher, and sign the bottom. The trip voucher and receipts then goes to Professional Development to complete the processing and obtain the final signatures.

Receipts for Personal Reimbursement

The District external auditors require original receipts and proof of payment to be turned in with your Trip Voucher for reimbursement of your approved expenses. Please make a copy of your receipts for your own records before turning them in with your Trip Voucher.

  • Receipts for expenses paid by credit card must show your name, the completed transaction (showing a $0 balance), the credit card type, and for VISA credit card receipts, the first 4 or last 4 digits of the credit card number.
  • Receipts for expenses paid by personal check must show "paid by check" or you may record "paid by check" and indicate the check number on it, and initial it.
  • Receipts for expenses paid with cash must show "paid in cash" or you may record "paid in cash" on the receipt and initial it.

Reimbursing your Department Budget for Approved Expenses

If your department has already paid for part or all of your approved conference expenses with a District purchasing card or Direct Pay Request, then the Office of Professional Development will process the necessary paperwork to transfer the expense to the appropriate conference budget. You must obtain a copy of the financial expense showing that the expense has been charged to the department budget and turn that in at Professional Development with copies of the matching receipts for processing.

Building: Media and Learning Center, Room 246
Contact: Mary Kay Englen
Phone: 408.864.8322

Last Updated: 9/28/16