To apply for Professional Development (PD) funding, you must complete both the CESS application and the CESS proposed budget form.

Submit these completed forms to your business manager:

• CESS Professional Development Funds Guidelines and Application (.DOCX)
• CESS Professional Development Request: Proposed Budget (.XLSX)

CESS requires that you track the PD funding you spend by completing the form, below.

• CESS Professional Development Expense Tracking (.XLSX)

Use this form:

• while traveling to document your expenses and keep track of receipts so that you are prepared for reimbursement
• to track spending for your trip from multiple payment sources (e.g., UVM PurCard, out-of-pocket expenditures)

For all other purchases via PeopleSoft Purchase Orders (e.g., computers, peripherals, purchases requiring check payment), please speak to your business manager.
 

Airfare, Conference Registration, and Other Supplies

Use a University purchasing card — UVM PurCard — via your staff support person for:

• Airfare for a pre-approved trip or conference (use Accent Travel to make flight arrangements)*
• Conference registration fees for a pre-approved trip*
• Supplies: books, computer peripherals and other supplies

*If airfare or conference registration is paid for out-of-pocket, you may not seek reimbursement until after your approved trip or conference. See “Get Reimbursed for Your Out-of-Pocket Expenses,” below.

Lodging and Incidentals

All lodging and incidentals must be paid for by the traveler on-site. For all UVM travel policies, including the per day maximum for meals and mileage, see UVM Travel & Expense Reimbursement.

After your approved trip or conference, you will complete the steps for reimbursement. See the next section, “Get Reimbursed for Your Out-of-Pocket Expenses,” for instructions.

To get reimbursement following an approved trip or conference, please submit the following within 60 days of travel:

1. Complete CESS Expenses Reimbursement (.XLSX).
   *** DO NOT enter directly into PeopleSoft Financials at this point ***
2. CESS requires itemized receipts for all reimbursement requests, given various funding sources such as federal grants. 
3. Carefully tape all detailed, itemized receipts to one side of an 8 1/2 x 11 inch piece of paper. Tape the receipts flat. Do not use staples.
   
   NOTE:
   • Travel meals require an overnight stay.
   • All business meals must include a clear business purpose as well as the full names and affiliations of all attendees.
   • Alcohol is not reimbursable and all tax and associated gratuity must be deducted as well.
4. Attach the following to completed CESS Expenses Reimbursement form:
   • paper with receipts taped to it (see #3, above)
   • itinerary of conference, brochure or schedule at a glance
5. Sign CESS Expenses Reimbursement form (must be signed and dated by traveler).
6. Submit CESS Expenses Reimbursement form to your business manager. (Your business manager will approve the expenses and update the chartstring or budget to be charged.) You may scan this packet or place in Campus Mail.
7. See instructions for Direct Deposit for Travel and Expense Reimbursement

For all international travel (excluding Canada), a travel authorization is needed. Please submit a completed Out-of-Country Notification to your business manager no later than 10 days before travel.

• Out-of-Country Notification (.XLSX)

If international travel is not already a part of your departmental PD request or a Travel Course, please provide your business manager with the following information:

• dates of travel
• trip destination
• business purpose
• contact information