Staff and Organizational Development

Staff and Organizational Development

International Conference and Travel

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!
International Travel Authorization Form.


Instructions for International Travel Authorization and De Anza College Staff Revitalization and Professional Conference Funds

  1. Employee completes a De Anza College Staff Revitalization and Professional Conference and Travel Funds Application and an International Travel Authorization Form.

  2. Employee submits both the Staff Revitalization and Professional Conference and Travel Funds Application and International Travel Authorization Form to his/her dean/supervisor.

  3. The dean/supervisor signs the Staff Revitalization and Professional Conference and Travel Funds Application and International Travel Authorization Form (if the division is not contributing any funding then leave the budget information blank) and returns them to the applicant, then the dean/supervisor immediately notifies the President’s Office that a potential international travel request is being made.

  4. Once the employee receives the dean/supervisor’s signature on the application, the employee follows the regular processes for submitting the entire application packet to the Staff Revitalization and Professional Conference Funds Committee (original application, supportive documents, and International Travel Authorization Form.)

  5. The Staff Revitalization and Professional Conference Funds Committee makes a decision on awarding funds and fills out the appropriate budget and award information on the International Travel Authorization Form.  (Any funds that are awarded for international travel are contingent on the Chancellor's approval.)

  6. The contingent approval letter and the International Travel Authorization Form and a copy of the application are returned to the employee by the Office of Staff & Organizational Development with a copy sent to the applicant’s dean/supervisor.

  7. The employee then submits the International Travel Authorization Form and the application packet to the President’s Office. If the application and form are approved they will be sent to the Chancellor's Office for final authorization. (If the application is denied then the employee and the Staff Revitalization and Professional Conference Funds Committee will be notified by the AVP of Instruction or designee and the awarded amount will be returned to the fund.)

  8. The Office of Staff and Organizational Development, upon confirming the Chancellor's approval of the International Travel Authorization Form, sends the conference funds award-approval letter and the trip voucher to the employee.

  9. Upon completion of their activity, the employee submits their trip voucher, receipts and proof of payment, and confirmation of approval of their international travel to the Office of Staff and Organizational Development for processing, adhering to the due date on the Travel Voucher.

 

 







Staff and Organizational Development
Building: Media and Learning Center, Room 246
Contact: Mary Kay Englen
Phone: 408.864.8322
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Last Updated: 2/24/14