Conferences and Professional Development

Conference Registration

Team members are encouraged to attend one professional development conference every 2-3 years, depending on budget. Team members must get supervisor approval to attend a conference. Preferred options may include: CASE, AAMC, APRA, ADRP, AHP.

• Conference Registration may be completed with Procard. Be sure to CC the assistant who supports the traveler so they have all necessary information pertaining to the conference.
• This may be an IDT expense, which might fall under the 30-account. However, contact the Finance Team to confirm approval.
• Review conference schedule on website and speak with traveler about travel preferences based on which sessions they would like to attend.

Webinar Registration

Team members must seek approval to pay for an educational webinar.

• Once expense is approved, registration may be completed with Procard.
• Invite other colleagues to view webinar if it may be of interest to others on campus.
• Reserve HTB 10.110 or HTB 10.212 for webinar viewing.

Online Subscriptions

Team members may need to subscribe to online services to better perform their job duties.

If this will be a recurring expense, work with the finance team to set up a purchase order to pay for invoices. You will need to provide them with an estimated cost for the Fiscal Year.

Time Reporting

The University Policy Office has mapped out time reporting guidelines for State Compensatory Time and recording time for travel.

Tips for time reporting:

• Any time spent actually working may be counted as work time.
• Travel during regular shift time counts as work time.
• For travel outside of regular shift time, you may earn up to two hours round trip, regardless of the length of the trip.
• Attending a non-required “after hour” or social event does not count as work time.
• During your regular work schedule:
  • Any time spent traveling counts as work time
  • Outside your regular work schedule:
    • Whether driving or a passenger, only two hours of travel time total counts as work time (two hours round trip, not two hours each way).
    • Time spent as a passenger on a bus, plane, car, etc. beyond the two hours does not count.
    • Time spent waiting in the airport, bus station, etc. beyond the two hours does not count as work time.

Time Spent Working

• Any time spent actually working on conference activities should be counted as work time.
• Time spent actively working while a passenger or waiting in the airport, etc. does count as work time (this is already counted as travel time, 2 hours max.)
• Time spent actively working, even if outside the regular shift time does count as work time.
• Any time spent at REQUIRED conference meetings and activities should be counted as work time.

After Hours Events

• Time spent attending OPTIONAL conference activities outside the normal work day should not be counted as work time (for example, bowling, karaoke, happy hour).
• Time spent facilitating an optional event does count as work time, if it is an assigned role or expectation.

Work-Related Projects & Email

• Time spent responding to work-related emails or working on work-related projects outside the normal work schedule may be considered work time.
• If that work is performed at the regular or temporary place of business, all hours should be recorded as work time. If that work is performed in the personal residence, hours that would result in earning compensatory time should not be recorded.

Working on projects or responding to email outside the regular work schedule without prior approval may result in corrective action for earning unauthorized comp time.