Massasoit Libraries: Conferences : Travel Procedure Overview

You want to go to a conference- GREAT!

Engaging in Professional Development is essential to the role of an educator and an aspect of participating in a learning institution. These are the procedural steps to obtaining funding and permission for your professional development activities.

1. Inform your dean or direct supervisor about the opportunity. Be specific about what you will gain and how students will benefit from your participation in the event.

2. Determine how much money you need. Is it a virtual conference? do you only need a registration fee? Are you traveling anywhere? is anyone else from your department attending? can you get a group rate?

3. Gather the information you need for filling out a funding request form:

Supporting documentation for the event
Expense verification (single file)
Dean/supervisor name and email address
Event dates and location/modality
Associated costs
Justification for attendance and participation

CEED- Request for Professional Development
You will be prompted to login to MyMassasoit Portal

Traveling Out of State? One more step

Use the Direct Payment Form to be reimbursed for in-state travel. Use the Travel Request Form for travel reimbursement outside the Commonwealth of Massachusetts. There are instructions with screen shots in the Massasoit Knowledge base, but in sum, you will need:

Date of Request
Employee's Title
Purpose of Trip
- Please include how this fits with the college mission
Destination
Departure/Return Dates
Means of Transportation
Budgeted Fund Availability
Travel is Out of State
Division Selection

Additionally, you will be asked to provide:

Fund - Select the fund to be debited (six digit number)
Organization - Select the organization number (four digit number)
Account - Select the appropriate account (four digit number, if known)

Documentation is required for:

Transportation – Requires documentation (quotes) of THREE prices.
Lodging – Requires documentation of hotel rates via screenshot
Conference/Registration – Requires a copy of the registration form
Other – Requires a Word document itemizing meals and incidentals
Expenses not to exceed – This line is automatically calculated when the above lines are completed

CEED- Direct Payment Form
reimbursement for in-state travel
CEED- Travel Form Instructions
CEED- Travel Request Form
for out-of-state travel