1. At least 30 days before travel, apply for Academy travel funds -- click this link to apply.
   Please note: 60 days in advance is strongly recommended by some departments.
2. Submit the Travel Authorization in PeopleSoft.
3. Receive full approval before the travel date.
4. Travel! Save receipts.
5. Submit the Expense Report in PeopleSoft within a week of return from travel.

* If you are requesting more than $2000 to travel and/or if you are requesting to travel outside of the U.S., both of which require approval of the District Board of Trustees (DBOT) per College policy (not Academy policy), you would need to plan well enough in advance to receive Board approval and complete the previously mentioned travel steps prior to your travel date: https://www.fscj.edu/discover/governance-administration/policies-and-procedures/chapters/chapter-4/rule_4_23

1. Applications are allowed and encouraged as soon as you have the necessary information.
2. Applications must be submitted a minimum of 30 days before travel. Please apply as early as you are able. The application is a Microsoft Form and it does not allow you to save a draft. We suggest you copy and paste all of the questions from the application to a Word document in order to gather all of the information you need before you submit the application.
3. You are encouraged to secure the approval of your immediate supervisor prior to submitting your request. Failure to do so could reduce the likelihood that you can be reimbursed for travel expenses.
4. Please note: per board policies, the committee may only approve a total of $2,000 per request. Amounts over $2,000 dollars require board approval.
5. Please note that all international travel must have approval, in writing, from the President of the college.

1. Create and submit a Travel Authorization BEFORE you actually travel.
2. You will also need to change the budget information for each item from your department budget to the Academy budget.
3. Pay out-of-pocket for flight, registration, etc. or pay for certain travel expenses using a college P-Card. The P-Card user that can assist you may be someone in your department-- or Mathew Keyes from the academy whom has a P-Card and can help assist you with payments. You will need to meet with Mathew face-to-face to complete this process. Please email Mathew at This email address is being protected from spambots. You need JavaScript enabled to view it. to discuss his availability.
4. Items you will need when requesting travel authorization:
5. A copy of your approved and signed application form.
6. A copy of the agenda for the activity that includes all meals covered at the event (for example, a conference lunch banquet).
7. An itemized list of all expenses, organized by days.
8. Documentation for each expense that has been approved. If you are receiving partial funding, you should submit the authorization request for items for which you will be reimbursed. These may include:
9. Hotel receipt/invoice/webpage printout of daily room charges
10. Documentation of airfare (if applicable - also note that you will need a “ticket number: when you submit your expense report after traveling
11. A “MapQuest” with mileage that you expect to incur
12. Documentation associated with registration expenses
13. Per diem meal expenses (for meals not covered at the event) See FSCJ Board Rule 6Hx7-4.23, for per diem amounts
14. Documentation for additional expenses such as ground transportation, parking and luggage fees
5. Once you submit your Travel Authorization, it must be approved by your immediate supervisor, the executive director for training and organizational development, and the head of Human Resources BEFORE your travel date.
6. All applicants will receive approval or reasons for denial from Human Resources within 15 days of application.
7. If your Travel Authorization is denied, you need to edit the errors and resubmit it before your travel date.
8. Important: Even if originally approved for Academy funds, your travel request will be denied if you do not get your travel request authorized before travel. Thus, we strongly encourage you to submit your application as soon as possible to address any necessary changes early in the process. You will not be reimbursed for items not listed in the request for travel authorization.

See below for a step-by-step guide on submitting your Travel Authorization:

• Creating a Travel Authorization

1. Travel! Enjoy your trip or virtual conference.
2. Save receipts.

1. Within a week of returning from travel, submit your Expense Report in PeopleSoft.
2. Most of the form field will automatically populate with the information from your approved Travel Authorization.
3. Add attachments for your receipts.

See below for a step-by-step guide on submitting your Expense Report:

• Creating an Expense Report