Conferences can be an effective way to grow your skills and knowledge within your area of responsibility. Faculty, classified staff, and administrators can submit requests to attend in-person and online conferences.

Prior to Conference / Activity / Business Travel: Pre-Approval Request

Submit a Pre-Approval Request in Chrome River

  • Funding through Department funds, grants, etc. If your department (and/or other area) is paying for your PD activity:
    1. Login to Chrome River and start a new Pre-Approval Request.
    2. If you do not know the account number, please check with the department that is paying for your PD activity.
    3. If this is your first time using ChromeRiver, please watch our short video on how to create a pre-approval report (non-association funding).
  • Funding through your employee association (i.e., Academic Senate, Classified Senate, or Management Association). If you are applying for association funding to pay for your PD activity:
    1. Login to Chrome River and start a new Pre-Approval Request.
    2. Under the “Request Association Funding” field in the pre-approval form, choose the group that applies to you (Academic Senate, Classified Senate or Management Association) and answer the additional questions that appear.
    3. Under “Allocations” use this account number: 100000-116000-6750 PRDV
    4. If this is your first time requesting Association funding, please watch our short video on how to create a pre-approval report (association funding).

NOTE:

  • Include supporting documentation to help approvers quickly find information on your conference/activity/business travel. You can upload attachments or add a supporting link (for example, a link to the conference website) in the comment section.
  • Each association (Academic Senate, Classified Senate, Management Association) has their own guidelines and funding limits for their constituents. Please visit your association website for more information.
  • Keep in mind that if your travel costs exceed the funding limit from your association, you must either provide an additional funding account number for the balance to be charged, or only list expenses up to the maximum funding amount allowed by your association.
  • Some requests require additional processing time and/or board approval. If you are requesting any of the following, please submit your Pre-Approval Request well in advance:
    • 15 business days
      • Cash advance requests
      • District pre-pay
    • 30 days (60 days recommended)
      • Business travel over $2,500
      • International travel

Post Conference / Activity / Business Travel: Expense Report

Submit an Expense Report in Chrome River

  1. Login to Chrome River and submit your expense report within two weeks of completion of your conference/activity/business travel.
  2. In the Expenses form, click on “import from pre-approval” and choose the appropriate Pre-Approval Request The conference information and your expenses will be auto-loaded onto the Expenses form.
  3. Review each expense item, make any corrections, and upload receipts as necessary.
  4. If this is your first time submitting an expense report, please see our short video on how to submit an expense report.

NOTE:

  • If your conference/activity/business travel is in June, please submit the expense report immediately upon completion so we can meet the District’s fiscal deadlines (fiscal year ends June 30).

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