A conference request is needed when you plan to attend an off-campus conference, whether or not a registration fee is required.

You will need two forms: a conference registration form (distributed by the conference sponsors) and the Conference Attendance Request Form, a Cabrillo form available in the staff lounge or from the Counseling Division office. [A third form, the Claim for Reimbursement – Conferences and Conventions, will be needed later if you have incurred any out of pocket costs for registration, mileage or other expenses to be approved by the Division Chair].

Fill out the registration form completely, and attach it to the completed Cabrillo College Conference Attendance Request Form. On this form, be sure to include estimated expenses (step 2). Fill in the registration fee and an estimate of mileage (currently paid at the rate of 34.5 cents per mile) if you will be driving. You may request an advance (step 4) to have the registration fee mailed by the Business Office, or you may pay the registration fees yourself. Paying registration fees yourself option may expedite processing your registration and securing your place at the conference.

If you are submitting the registration form to the conference sponsors and paying the fees yourself, you may attach a copy of your completed registration form to the Conference Attendance Request Form and write in your own name under step 4. This will expedite your reimbursement for the conference.

If you do not wish to request the optional advance, you will submit a Claim for Reimbursement – Conferences and Conventions upon returning from the conference (see section 4.4- Conference Reimbursement). All forms are submitted to the Division Chair, who will add the appropriate budget numbers and forward to the Business Office if approved.

Note: It is important to submit a Conference Attendance Request Form to the Division Chair even when no costs are incurred, at least one week prior to the conference. Approval of this request is necessary to ensure insurance coverage by Cabrillo for the faculty member while attending the conference, and should be obtained any time you are attending an off-campus meeting or workshop as well.

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