Administrative Services Business Procedures

ADMINISTRATIVE SERVICES BUSINESS PROCEDURES

Los Angeles Mission College

PROCEDURE: Conference Attendance or Activity Request

DESCRIPTION: The College President is the final approval for all Request for Conference or Activity Attendance requests. Forms and instructions are available on our college website at http://www.lamission.edu/campus_forms.html. This is the internal procedure to follow. NOTE: In order to be eligible for funding, all request forms must be received in the appropriate administrative office (President or Vice President) with all necessary (prior) approvals 21 working days prior to date of conference or activity.

IMPLEMENTATION DATE: November 4 2002

Revised: April 3, 2006

A.  Request for Conference Attendance – Faculty:

1.  Requestor completes Request for Conference or Activity Attendance form, and forwards to appropriate funding source for approval (e.g. Professional Growth Committee or SFP director/Dean).

2.  After funds assigned, form is returned to Requestor.

3.  Requestor forwards to Supervisor/Department Chair for review and approval.

4.  Supervisor/Department Chair forwards to Dean for review and approval.

5.  Dean forwards to Division Vice President for review and approval.

6.  Vice President reviews and approves.

7.  Division Vice President’s Secretary assigns a reference number prefixed with the letters “TM,” logs request, retains a copy, and forwards forms to College President.

8.  College President approves and forwards documents to the College Financial Admininstrator (CFA).

9.  CFA encumbers funds and notifies requestor and Division Vice President’s Secretary. “TM” reference number provided to requestor at this time.

10.  CFA forwards documents to District Office’s Accounts Payable Unit.

B.  Request for Conference Attendance – Classified & Administrators

1.  Requestor completes Request for Conference or Activity Attendance form, and forwards to appropriate funding source (e.g. requestor’s supervisor).

2.  Requestor’s supervisor approves and assigns funding, and forwards form to Division Vice President for review and approval.

3.  Division Vice President reviews and approves.

4.  Division Vice President’s Secretary assigns a reference number prefixed with the letters “TM,” logs request, retains a copy, and forwards form to College President.

5.  College President approves conference request and forwards documents to the College Financial Administrator (CFA).

6.  CFA encumbers funds and notifies requestor and Division Vice President’s Secretary. “TM” reference number provided to requestor at this time.

7.  Business Office forwards documents to District Office’s Accounts Payable Unit.

C.  Report on Conference Attendance and Travel Expense Claim: Due within 10 days after Conference or Activity attendance:

1.  Employee obtains and completes (a) the Report on Conference Attendance form, and (b) the Travel Expense Claim form from the LAMC website (http://www.lamission.edu/campus_forms.html). Note: Include all expenses, including pre-payments and advances, on the Travel Expense Claim form. Note: conference reference number, prefixed by letters of “TM” must be written on all documents and attaches all the original receipts. Note: it is strongly recommended that employee keep copies of all documents being submitted.

2.  Employee forwards all above documents to his/her supervisor for approval.

3.  Supervisor reviews, approves, and forwards documents to the Division Vice President.

4.  Division Vice President reviews, approves, and forwards documents to College President.

5.  College President reviews, approves, and forwards documents to District Office—Accounts Payable Unit.

6.  District Office—Accounts Payable Unit processes payment(s) and mails reimbursement check to Business Office.

7.  Business Office receives reimbursement check and notifies employee and Division Vice President’s Secretary that check is available.

8.  Employee receives check at the Business Office.

D.  Travel Advance and Conference Registration Pre-payment:

1.  Travel Advance:

a.  If a travel advance is desired, complete a Request for Travel Advance form, and attach to the Request for Conference or Activity Attendance form. NOTE: allow 21 working days lead time for processing.

2.  Conference registration pre-payment:

a.  If conference registration fee is to be prepaid, request it by writing at the top of the Request for Conference or Activity Attendance form “Prepay Registration” in bold letters, and attach a completed conference registration form reflecting the amount of fee due, payee name, address, etc. Allow 21 working days lead time for processing.

APPROVED: ______Date: ______College President

______Date: ______

V.P. Administration