When to Apply for Registration Fees FPG Program

If you want to make sure the event will be funded before you commit, it is recommended that you submit your application 3-4 weeks prior to the event. If the activity is in your discipline (e.g. a Math instructor going to a Math conference) it will typically be funded, provided you have not exceeded the FPG yearly funding limit. The calendar of meeting dates and deadline dates are provided on FPG's website. The committee's last regular meeting of the academic year is the first Tuesday in May.

When do I submit an application for a summer conference?

All applications for registration fees for activities occurring during the summer should be submitted prior to the event to your FPG Fees college representative for signature before the first Tuesday in May. After that date, submit your application to the Vice-President of Academic Affairs or designee at your college.

It is important that any applications for events commencing before June 30, the fiscal year end, be delivered to the FPG District office, with the signature of the college representative, no later than the fourth Friday of April. This will permit the application to be processed at the committee's last meeting on the first Tuesday of May. Applications received after this deadline may take longer to receive approval since the committee doesn't meet during the summer. District fiscal policies do not permit the use of the current fiscal year budget to fund expenses from a prior year.

What if my application is for summer activities starting after June 30 and/or was sent too late to be included in the May meeting's agenda?

During the summer when your college FPG Fees representative is not available, your application may be submitted to your college Vice President of Academic Affairs or designee for signature. In this case, the signature does not mean approval, but it is used to verify that you applied prior to the event. Your application will then be forwarded to the FPG support staff.

Please be aware - there is no guarantee of reimbursement for those expenses incurred unless the committee approves the activity. Any application that has not received either the signature of the college representative or the Vice President before the activity begins will NOT be reviewed.

I'm interested in a summer conference that takes place in mid-June, but after I return will there be time to submit receipts?

After you return, complete your expense claim form, attach the receipts and submit immediately to your division secretary or your college's fiscal agent. You are approaching the end of the fiscal year, and if not submitted in time, you run the risk of not having your approved event reimbursed. The Fiscal office often requires all receipts be submitted a week or a few days prior to June 30th. Please contact your fiscal office to determine the last day they will accept receipts.

If you miss the fiscal year processing cutoff, the FPG committee cannot reimburse using the next fiscal year's funds. According to District policy, submit your receipts within 30 days or by June 30 whichever comes first.

What if my application is for a summer activity starting after June 30; can I submit during the spring semester?

Yes. If approved, your application will be tabled pending FPG budget approval for the next fiscal year. When the budget is approved your approved application will be processed.