Topic

Description

Purpose:

The purpose of this process it to outline how to apply for a conference for professional development

How to apply

1. download conference agenda and talk to your team leader and lead team manager to ascertain support to submit an application
2. add details of conference to the conference wish list
3. complete the Conference application form.doc.   We recommend you meet with the professional development adviser to help you complete your application.   
4. send hard copy of application to your lead team manager for signature by 1st of month to be on that month's agenda.
5. email a soft copy of the application form and conference agenda to the professional development adviser by first of month to be on that month's agenda.

Tips on completing application form

• Use Citynet indicative travel cost guideand daily expense guidelines to estimate your allowances
• Go to the Air New Zealand website to find information on flights
• Look for suitable accommoation on the internet and find out costs 

Decision making process

1. professional development adviser presents your application to the lead team meeting (3^rd Friday of the month) for a decision
2. any conference outside of Auckland requires approval from the executive team.  Professional development adviser to write a memo to executive team  
3. lead team advises staff on the decision

Travel policy, reimbursable expenses and cash advances

• Please read the travel policy so you understand the Council's rules and regulations. 
• It is preferred that you use your Auckland City Council p-card for  travel costs. If you do not have a p-card, you may organise a cash advance with the finance administrator, Joyce Wong.  This must be done at least two weeks prior to the conference.
• Please read the Council policy on what expenses you can get reimbursed.  For library staff it has been decided that any alcoholic beverages and minibar will be at staff's own expense.

Reimbursement process 

1. Complete the flexipurchase staff reimbursement form online and upload copies of all receipts. 
2. Charge to company code 1000 and cost code 217505 
3. If you need help read the staff user guide 
4. Upload copies of all receipts