Professional Activities (Short-Term, Leave)

Professional Activities Funding (Short-Term Leave)

Professional Activities (Short-term leave) funding is intended to assist faculty in attending and participating in conferences, courses, workshops, etc. Provided that funding is available, faculty members are eligible for up to $3000 every three fiscal years to cover registration fees, tuition, transportation, meals, hotel, etc. Part-time employees are eligible for Professional Activities funds after one year (4 terms) of employment at LCC at a .20 average annual FTE. Applications are reviewed monthly during the academic year (see below).

Application: Application Form

Reminder: All applications must be received by the deadline listed in the left column in order to be considered at the monthly committee meeting. Applications must be submitted prior to the event, activity, conference, etc. occurring, so please allow ample time in submitting your application. We cannot award funding for past events. You will be notified of your application status within one week of the posted committee meeting date.

Deadlines and Meeting Dates 

Submission Deadlines: (at 5:00 pm) Committee Meetings:
Tuesday, October 7, 2014Friday, October 17, 2014
Wednesday, October 29, 2014Friday, November 7, 2014
Monday, November 24, 2014Friday, December 5, 2014
Wednesday, January 7, 2015Friday, January 16, 2015
Wednesday, January 28, 2015Friday, February 6, 2015
Wednesday, February 25, 2015Friday, March 6, 2015
Wednesday, April 1, 2015Friday, April 10, 2015
Wednesday, April 29, 2015Friday, May 8 2015

Wednesday, May 27, 2015
*Please note this is the last day to turn in applications for summer activities for advance approval.

Friday, June 5, 2015

NOTE: If you are requesting FPD to pre-pay expenses, please apply well in advance to ensure the best price on airfare and to avoid late-registration fees (two months in advance if you will be flying).

Completing your application form:

Note for Mac Users: Be sure to open the form using Adobe Acrobat Reader (not Preview)

Important note: The new application form combines both the FPD application for funding and the Travel form required for processing by College Finance in a single PDF form that you can fill out electronically, save, and submit by email.

Steps to follow to fill out the form:

I. Preparation

II. Completing the Application Form

Note for Mac Users: Be sure to open the form using Adobe Acrobat Reader (not Preview)

  • Fill out Part A (page 1) and Part B (top half of page 2) of the form by typing in your answers. All parts are required even if the conference or course is local and does not require travel. Please spell out acronyms when applicable (e.g. American Chemical Society instead of ACS).

  • Please try to keep travel costs down. FPD funds are limited and we want to be able to maximize funding to benefit as many faculty as possible. Awards are made on a first come, first served basis depending on the availability of funding.

  • Airfare: FPD suggests searching several sites to find a reasonable cost estimate for your flight. Don't forget to include baggage fees! Please remember that if you need FPD to charge your airfare, you must apply at least two months in advance.

  • Meals: All applicants will need to use the correct per diem rates for meals. These rates are set by the federal government and vary by location. View the per diem rates for meals here.

    • Use the "Meals and Inc. Exp" per diem rate listed for "full days".
    • For travel days (usually 2) use 75% of that amount. "Travel days" include the day you travel from the Eugene/Springfield area to the event location and the day you return from the event location. The per diem rates for international locations can also be accessed by following the link that is shown in the bottom right hand corner of the picture below.
  • Lodging: The federal government sets per diem rates for lodging. View the per diem rates for lodging here.  If your lodging rate exceeds the per diem amount for the event location, explain why in your application (e.g. staying at conference hotel).

  • Mileage (privately owned vehicles): Federal government rates are also used for private auto mileage reimbursement. View the rates for mileage reimbursement.

  • Ground transportation, parking, miscellaneous expenses, etc.:  Be sure to include all expenses such as parking, shuttle fees, additional conference related materials, etc. If you are planning on using a college car, please include the anticipated cost in your application. NOTE: FPD is not able to pre-pay for rental cars. However, we can reimburse you upon your return.

  • When in doubt, slightly overestimate your expenses when you apply.You cannot be reimbursed for more than your award amount. If your expenses are less than your award amount, you will be reimbursed for the actual amount of your expenses.


map of the united states with states outlined in white on a blue background

III. Saving and Submitting the Form:

  • Save the form. This is essential -- be sure to save the form with your data entered on your computer. Be sure to save the actual PDF file with data and not as a link to the file in your browser (see image below). Click on the disk icon to save the file with data. If you cannot save the form with your data, please print out the form with your data and scan it. For additional assistance, please contact Adrienne Mitchell, (541) 463-5871, mitchella@lanecc.edu.
  • Attach your filled-out form to an email and send it to fpd@lanecc.edu.

  • Print out two copies of the completed form. Turn in one to Lesley Stine (Math Department office) with your accompanying documentation such as a conference brochure or conference information printed from online. Keep the other copy for your records. 


screen shot of an adobe form in a browser window demonstrating where the save button is

 

IV. Notification of Application Status

  • You will receive notification by email about your award after the committee reviews your application. A formal award letter with instructions for reimbursement will be sent to you via campus mail at a later date.

V. Reconciling Travel Costs/Reimbursement

  • Part C will be filled out on the hardcopy form after travel.
  • Please submit original, detailed receipts for expenses.
  • Receipts are not needed for meals as these are reimbursed at the government set per diem rates.

Additional information:

  1. Guidelines
  2. Check your Professional Activities account balance
    Please note: this is a "theoretical account balance." Awards are made on a first come, first served basis depending on the availability of funding.

In order to access the account balance, please enter your L-number and (six-character) PIN. This is the same PIN that is used to log in to Moodle, the wireless network, or to myLane. For faculty whose PIN is longer than six characters, only the first six characters should be entered. If you are having difficulty, please contact Lesley Stine at fpd@lanecc.edu for your balance.

  • Part-time faculty: if you have never applied for funding, you will receive an "invalid L#" when you try to check your balance.  Once you apply, you will be added to the database.  If you have been awarded funds before and receive this error message, please contact Lesley Stineto report the error message and find out your available balance. Please see "Guidelines" above for eligibility requirements.
  • Contracted faculty: if you check your balance and receive an error message, "Invalid L#," please contact Lesley Stine at fpd@lanecc.edu in order to report the error and find out your available balance. Account balances should be correct for all contracted faculty.

Faculty are eligible for up to $3000 every three fiscal years. The link above to check your balance reflects this limit.

Deadlines: Applications must be submitted by email prior to the date of the event in order to be considered.