Professional Activities (Short-Term Leave) Funding
Professional activities (short-term leave) funding is intended to assist faculty in attending and participating in professionally relevant conferences, workshops, and courses (including online courses, books, and instructional materials).
Provided that funding is available, faculty members are eligible for up to $3000 every three fiscal years to cover registration fees, transportation, lodging, meals/ incidental expenses, tuition, and/or materials. The fund is replenished yearly, so that the amount you spent three years earlier is added into your account each year. For more information, please see "How the Professional Activity Fund Works" at the bottom of this page.
See Step Two below to learn how to check your Professional Activities account balance.
Awards are made on a first come, first served basis depending on the availability of funding. Applications are reviewed monthly.
You MUST submit your application to FPD via email prior to the date the event starts for your application to be considered. We cannot award funding for past events. Please submit your application at least two months in advance if you want FPD to prepay for a flight.
For more information about specific guidelines, please see the Guidelines page.
The current deadline is Tuesday, November 5, by 5:00 p.m.
How to apply:
Step One: Check your eligibility.
Contracted faculty members are eligible for Professional Activities funds immediately upon employment. Part-time employees are eligible for Professional Activities funds after one year (4 terms) of employment at LCC at a .20 average annual FTE.
Step Two: Check your Professional Activities account balance.
Please note that this is a theoretical account balance. Awards are made on a first come, first served basis depending on the availability of funding.
Important Note: Be sure to use a capital "L" when entering your L#.
- All faculty: In order to access the account balance, please enter your L-number (with a capital "L") and the first 6 digits of your password. This is the same password that is used to log in to Moodle, the wireless network, or to myLane. If you are having difficulty, please contact Leah Smith at firstname.lastname@example.org 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 Stine to report the error message and find out your available balance.
- Contracted faculty: if you check your balance and receive an error message, "Invalid L#," please contact Leah Smith at email@example.com in order to report the error and find out your available balance. Account balances should be correct for all contracted faculty.
Step Three: Download and Save the Application Form
Important Note: Save the file to your desktop or a specific folder on your computer BEFORE filling it out. If you skip this step, your computer will not save the information you have entered. Note that this is a second step after downloading the file.
For Mac Users: It usually works best to open the file in Adobe Acrobat Reader (not Preview).
Step Four: Fill out your Application Form.
Be sure to fill out both pages of the form. 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). Application MUST be typed, if you are having issues saving or typing into the form please email Leah Smith and she can assist you.
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. At the same time, 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.
- 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 purchase your airfare, you must apply at least two months in advance.
- 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).
- Meals: Meals will be reimbursed based on a per diem rate. These rates are set by the federal government and vary by location, please provide the per diem rate for the location to where you will be traveling. Be sure to include your travel days in "Event Dates" to be reimbursed for meals. View the per diem rates for meals here.
- Choose the year in which the event is happening.
- Enter the City/State where you will be traveling and click "enter."
- You will be on a page that says "Lodging." Click the "Meals and Incidentals" (M&IE) Rates" button.
- Enter the "M&IE Total" number on the line on the application for "Meals per diem- full days."
- Next, enter the number of full days as well as the number of travel days (the day you travel from the Eugene/Springfield area to the event location and the day you return from the event location). The form will automatically calculate the per diem amounts for both travel and non-travel days (the per diem for a travel day is 75% of a non-travel day.)
- For international per diem rates, please use State Department rates. The per diem meal rate is the 6th column from the left and is in U.S. Dollars.
- 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.
Step Five: Resave your application form.
Be sure to resave the form with your data entered on your computer. 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 Leah Smith, firstname.lastname@example.org.
Step Six: Submit your application
We no longer require a hard copy of your form! Just email your application as an attachment to email@example.com. Be sure to include supplementary documentation, such as the acceptance letter, the conference brochure, or a copy of conference information from the website. Keep a copy for your records.
Remember to submit your application BEFORE the conference, workshop, or course begins. The only exception to this policy is for events that take place late summer through early Fall prior to the first committee meeting of the academic year.
You will be notified of your application status within one week of the posted committee meeting date. Please see below for Deadlines and Meeting Dates.
When you return from the event, you will need to submit another form, which will be sent to you, along with original, detailed receipts for expenses. Receipts are not needed for meals as these are reimbursed at federal per diem rates.
Deadlines and Meeting Dates
|Submission Deadlines: (at 5:00 pm)||Committee Meetings:|
|Tuesday, October 8||Tuesday, October 15|
|Tuesday, November 5||Tuesday, November 12|
|Tuesday, December 3||Tuesday, December 10|
|Tuesday, January 14||TBD|
|Tuesday, February 11||TBD|
|Tuesday, March 10||TBD|
|Tuesday, April 7||TBD|
|Tuesday, May 5||TBD|
|Tuesday, June 2 (for July 1, 2020 and after)||TBD|
How the Professional Activities Fund Works:
Your Professional Activities Fund doesn't replenish once every three years. Instead, it replenishes once a year in the amount that you spent three years earlier. So, whatever you spent in 2016-17 was added back into your account in July of 2019 for use during 2019-20 or after.