Application Steps for Registration Fees FPG Program

Check the FPG web site or ask your FPG representative to determine if the activity meets the guidelines.
Go to the myFPG web page and download and complete the online fee application. Handwritten applications will not be accepted.
Print the completed application and take it with supporting documentation to your FPG representative . Your FPG representative will review your application and supporting documentation and advise you of any revisions that might be necessary.
Once all the information is complete and verified, your representative will sign and date your application. This signature does not mean approval, but merely validates that the application was complete, signed and submitted before the event takes place.
Your FPG representative will send your application with supporting documentation to the FPG support staff at District.

What is pre-approval?

For pre-approval you must obtain your college representative's signature on the application form prior to the start date of the event in order to begin the professional growth application process. Your FPG representative and FPG Committee will not accept applications submitted after the event starts.

Why do I need pre-approval?

You need pre-approval so the committee can keep track of the funds requested and you can be assured you will receive reimbursement.

When do I submit my application?

Submit your application to your college's FPG representative prior to the event. Review the deadlines and the special information on when to apply for summer activities.

How many applications do I need to complete?

One FPG application form must be completed for each event or activity.

What needs to be included in the supporting documentation?

With the application form, include the original or a photocopy of the official brochure/flier of the event with the fees and dates highlighted. The documentation must include: cost/fees, location, dates, description, and official sponsor information. If this information is missing it will delay your application.

What do I do once my application is signed?

Relax! Your FPG representative will send your application, plus supporting documentation, to the District FPG committee chair for final approval.

What happens when my application reaches district?

The FPG Committee Chair will review your application, and based on FPG criteria, it will be approved, tabled, or denied.
You will be sent the status of your application through e-mail.
If your request is approved, have a great time at the event!
If your application is tabled, you will need to submit additional information to your representative. You will be informed about what is needed.
If your application does not meet the FPG guidelines of acceptable activities, your application will be denied. Your FPG representative can give you further information. If you want to appeal the denied application ask your FPG representative to help you through the process.

Notes

The committee approves 99% of the fee requests. If the activity clearly falls within your discipline, and/or includes technology or education, approval should be granted.

What else do I do after I submit the FPG application?

You need to submit a MCCCD Travel Request Form to the appropriate college agent as specified in your college travel policies . The fiscal office needs an approved Travel Request in hand before your travel or professional growth funds can be disbursed. The District FPG Committee notifies each college fiscal agent of all Professional Growth applications approved for funding. Even if you aren't applying for travel funds, you must fill out a Travel Request for reimbursement of your registration fees.

I am not applying for fee reimbursement or travel, why do I need to complete a travel form?

You need to complete a travel form for insurance purposes. It is your protection while traveling.

What do I do after I return from the workshop, conference or course?

Complete Expense Claim Form A and attach original receipts and proof of attendance within thirty (30) days of the event but no later than June 30. Normally you can obtain proof of attendance at the conference registration table, like a name tag. A certificate of completion is also proof of attendance.
Complete Expense Claim Form B if you need mileage reimbursement.
Submit the form and supporting receipts according to your college travel guidelines .

Notes

It is best if you take care of all reimbursements as soon as possible. Receipts, certificates, and forms can get lost and without these you cannot be reimbursed. If the claim has not been submitted within thirty (30) days of the event or by June 30, whichever occurs first, the money will be returned to the FPG budget.

Your fiscal agent will generate the reimbursement check. Normally it takes two or three weeks for this process.

What if my plans change and I don't go?

Send an email notice to your FPG representative and the District FPG staff support. This allows the encumbered funds to be released for other faculty use.

How do I get Reimbursement?

Within 30 days after the event you need to complete Travel Expense Claim Form A, sign it, attach original receipt(s) for fees paid, and travel expenses incurred. Submit your completed form and all attachments to the appropriate college agent (travel committee chair, fiscal officer or Vice President of Academic Affairs), who will then check your expenses for accuracy and completeness. Upon approval, information will be forwarded to District Business Services for processing the reimbursement. Please allow three weeks for this process.

Caution

Please turn in your receipts within the 30-day time limit. If you do not, the funds allocated to you will revert back to the general FPG budget. The 30-day limit filing limit is a Fiscal Department policy to ensure reimbursements take place in a timely manner. If the event is held in June, submit your claim within 30 days but no later than June 30, the end of the fiscal year.

Summary of registration fees reimbursement process.

Complete the fees.doc form and attach supporting documentation. Get your FPG representative's signature before the event. Fill out a Travel Request form and submit it to your Travel Committee.
Attend the event and obtain proof of attendance.
If you are unable to attend the funded activity, please send your college representative notification as soon as possible. The funds can then be made available for other faculty to use for professional activities.
When you return, submit your proof of attendance and receipts to the appropriate college agent (travel committee chair , fiscal officer or Vice President of Academic Affairs or Applied Programs) within 30 days. If the event is in June, you must submit them no later than June 30. Contact your Fiscal Agent to let him/her know you will be submitting a claim for reimbursement by June 30.