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For Employees- Funding Procedure: Procedure Overview

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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 

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:

  1. Fund - Select the fund to be debited (six digit number)

  2. Organization - Select the organization number (four digit number)

  3. 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