International Travel Proposal

APPENDIX FM-11

Maricopa Community Colleges

International Travel Proposal

Complete form and route for required signatures.
Initiate online Travel Authorization in FMS and upload the signed travel proposal form as part of the required documentation.
The remaining approvals will be online, which include final approval by the Chancellor.

PROPOSAL INFORMATION
Name/s of Participant/s:
(Include E-mails and Phone Numbers.)
Program Title:
Country:
Dates of Program:
Sponsoring College:
Sponsoring Department/s:
Program Coordinator, E-mail and Phone Number (if applicable):
Host Institution (if applicable):
Country Host Contact Name, E-mail and Phone Number (if applicable):
TRAVEL DATES / BUSINESS TRAVEL* / PERSONAL TRAVEL
Specific dates for conference, seminar, education abroad or exchange program, meeting or other Maricopa business. List all dates:
Date of Departure:
Out of Country Event Dates:
Date of Return:
*For the purposes of this form, business travel is defined as the official purpose of and reason for the travel and would generally include, but not be limited to, conferences, seminars, meetings, education abroad, exchange programs, international student recruitment, or other official purposes.
EMERGENCY TRAVEL
Is this travel requested on an emergency basis (i.e., less than 30 days in advance and/or after the expenditure of any District funds for the travel)?
Yes ______No ______
If yes, please provide an explanation/justification below.
EXPLANATION, JUSTIFICATION AND BENEFITS OF
INTERNATIONAL TRAVEL OPPORTUNITY
Purpose: Briefly describe the purpose of the international travel opportunity, noting what role you will play (keynote speaker, conference presenter, conference participant, board member, etc.).
Relationship to District Position:
Describe how the international travel opportunity is linked to your job responsibilities.
Justification: Why is it important to travel outside the country to have this experience? Is this opportunity or a similar one available in the U.S. or its territories?
Tangible Benefits: Please describe the tangible benefits derived from participating in this international travel opportunity for student/s, College/s and the District.
Sharing the Outcomes:
Note how the learning will be shared with others at MCCCD?
SOURCE OF FUNDS
Are all proposed District funded expenditures compliant with the District’s travel policy, regulations, and official function requirements? If no, please explain. / Yes ______No ______
Are all proposed District funded expenditures directly related to the purpose of the business/international education travel? If no, please explain. / Yes ______No ______
BUDGET SUMMARY AND EXPLANATION OF EXPENSES

In this next section, please outline and provide detailed explanation for all expenses, especially those that fall outside of the general categories of travel, per diem expenses and conference fees, and all other proposed expenditure that would be classified as “other”.
Please consult the District travel policy and regulation and/or the official functions policy for permissible expenditures and/or the College or District fiscal office. Note that personal expenditures and gifts for others or the traveler for these categories of spending and all other categories are not permitted.

Expense Category: / Amount: / Explanation:
Transportation – international
Meals, per diem
Meals, group
Lodging
Event attendance/registration fees
Other:
Program fees
Telecommunications
Meals, other than per diem
Local travel
Total Expenses:
SEPARATE REIMBURSEMENT
If planned travel is as a group, but some reimbursement will be claimed by individual travelers, please list these items here. Please consult the District travel policy and regulation and/or the official functions policy for permissible expenditures and/or your College or District fiscal office. Note that personal expenditures and gifts for others or the traveler for these categories of spending and all other categories are not permitted.
Type of Expenditure: / Estimated Amount: / Explanation:
International Travel Approval Signature page

Travel Authorization must be submitted online at least 30 calendar days in advance of travel and prior to the expenditure of any District funds for the travel. Expenditures of funds should not be incurred unless approvals are in place. Approval process is noted below.
The only exception to the 30-day submission requirement is for emergency travel; however, District funding will only be provided if the request receives all approvals.

Name and Title of Requestor:
Name of Program:
Name/s of Traveler:
I ______, request authorization to travel outside of the United States (including its territories and possessions) on Maricopa Community Colleges District business. I verify that the budget has been adequately developed and reviewed to the best of my ability.
Signature of Requestor: ______Date: ______
SIGNATURE APPROVALS
______
Department Head or Supervisor Date
______
Director, International Education Date
______

After securing required signatures, travel requestor initiates FMS Travel Authorization process and uploads signed proposal as part of required travel documentation
All other approvals will be handled online in FMS:

· College Vice President of Academic Affairs and College President
· District International Education/MCLI/Associate Vice Chancellor of Academic Affairs
· Executive Vice Chancellor and Provost and Chancellor

In order for the travel to route internationally to the Chancellor’s office, the traveler must select international airfare or ground transportation in FMS. If travel is funded through outside sources put $0.01 in the international airfare line to ensure it routes properly.

If travel is approved, please read instructions on international travel reporting below regarding requirements for submitting an International Travel Report within 30 days of the travel.

APPENDIX FM-11

Maricopa Community Colleges

International Travel Proposal

INSTRUCTIONS FOR COMPLETING
THE INTERNATIONAL TRAVEL PROPOSAL

MCCCD is required to spend its resources only for things that tangibly and directly benefit its educational mission and objectives. Some expenses by their nature aren't appropriate. Others require an explanation to meet that requirement.

Here are the procedures and guidelines for filling out the budgetary section of the International Travel Proposal. They apply regardless of the source of District funds being used for the expense.

Explanation, Justification and Benefits of International Travel Opportunity:

When completing this section on Explanation, Justification and Benefits of International Travel Opportunity, the language used must be specific. Vague or overly subjective descriptions won't satisfy the documentation requirement.

Some examples:

1. In describing the “Purpose” of the international travel opportunity:

Examples of descriptions that are insufficient are:

· The purpose is to gain a personal understanding of another country, culture or college in another county.

· Participation in the event will provide the college with visibility in the global economy.

Examples of descriptions that may be adequate are:

· The purpose is to discuss the terms of a formal study abroad program at college A in county Z through (name the college that would be sponsoring the program).

· Participation in the event will assist the District in its efforts to recruit students from county Z. Attendance of 10,000 potential students is expected at the event, affording the college the opportunity recruit many new students, to promote global learning and strengthen the diversity and inter-cultural development of our local community and student population.

2. Likewise, when describing the “Tangible Benefits” of the international travel opportunity, the description provided must be precise and identify specific activities and objectives of MCCCD. Vague descriptors are insufficient, as are statements showing a benefit to the public generally.

Examples of descriptions that are insufficient are:

· Attendance at the conference will provide prestige to MCCCD.

· Attendance at the seminar will boost employee morale.

Examples of descriptions that may, depending on the expense, be sufficient are:

· During this trip, I will be negotiating the logistics and terms of a proposed training contract with Company Y. Through this contract, the college will develop new courses and these will be available to students locally and around the world.

· The conference/seminar occurs over 5 days and the agenda includes a comprehensive overview and focused breakout sessions on the latest developments in cancer research. As a biotechnology faculty member, this will help me update my knowledge.

· I am participating in a 3-week faculty exchange program in country L at the University of M. The program includes daily seminars and discussions groups designed to help enhance my teaching skills.

Budget Summary and Explanation of Expenses:

Numerous expenses are incurred while traveling. This section allows you to document miscellaneous types of expenditures such as fees, in country travel, etc. Please reference the District travel policy and regulation as well as the official functions policy for details on appropriate expenditures.

If the travel expense is under a grant or similar restricted fund, the person initiating it must make sure that it is allowable.

REQUIREMENTS FOR INTERNATIONAL TRAVEL REPORTING

International Travel Reports

According to District International Travel Policy, all who engage in international travel on behalf of the Maricopa Community Colleges are required to submit an International Travel Report within 30 days following the conclusion of their program (or by the Week of Accountability for those traveling in the summer months). Contact the College or District International Education office for more information.

Reference the chart below for an illustration of the timeline for travel reporting.

Status Report on International Travel Outcomes:

At the end of the academic year following the international travel, those participating in faculty development or faculty exchange programs must submit a Status Report on International Travel Outcomes to the Executive Vice Chancellor and Provost that describes progress made achieving the expected outcomes outlined in the original proposal.

TIMELINE FOR INTERNATIONAL TRAVEL REPORTING

Reporting Period: / Traveler’s Report due to:
College International Education Director and Participant’s Supervisor/Department Head / College IE Director’s Report due to:
College Presidents / College President’s Report due to:
Executive Vice Chancellor and Provost and Chancellor / Chancellor’s Report due to:
Governing Board
1st Quarter:
January
February
March / Within 30 days following the conclusion of the program / March 30th / April 10th / April 30th
2nd Quarter:
April
May
June / Within 30 days following the conclusion of the program or by the Week of Accountability in August / June 30th / July 10th / July 30th
3rd Quarter:
July
August
September / Within 30 days following the conclusion of the program or by the Week of Accountability in August / September 30th / October 10th / October 30th
4th Quarter:
October
November
Dec. / Within 30 days following the conclusion of the program/participant’s return to the US / December 15th / January 10th / January 30th