1. Graduate Student Employees’ Union Professional Development Awards (GSEU PDA) Overview and Instructions

2. Overview (from website)
The Professional Development Awards Program is funded under Article 30 Professional Development, of the Agreement negotiated between New York State (State) and the Communications Workers of America, Local 1104/Graduate Student Employees Union (GSEU), and is designed to fund a variety of professional development projects or activities to assist eligible teaching assistants and graduate assistants develop their full professional potential or prepare for advancement.
The Professional Development Awards Program funds:
Cover one project or activity for the period July 2, 2016 to July 1, 2017 and one project or activity for the period July 2, 2017 to July 1, 2018
Provide an individual award of up to $1,000 for each period, subject to the Professional Development Program Guidelines and the New York State Comptroller's Rules and Regulations and limitations contained therein.
May be used to support job related projects or activities such as:
research (basic, applied, or historical)
curriculum or instructional material development
conference, workshop, or seminar attendance
conference participation (e.g. presiding, presenting)
course work or internship not part of earning a degree
grant proposal development
preparation of material for publication
artistic or creative endeavors
other work related professional development projects or activities

3. Overview (continued)
Within these general categories of support, allowable expenses include:
Tuition for course work at the SUNY rate for the course level, provided the course work is not part of the applicant's degree program.
Registration fees for conference, workshop, or seminar attendance.
Travel and related expenses (transportation, lodging, meals, etc., subject to New York State Comptroller's Rules and Regulations regarding travel).
Funds may not be used for:
Salaries, stipends, or income to compensate the applicant or any other person.
Expenses related to a course, internship or a project or activity that are part of an applicant's degree program.
Purchasing equipment, software, consumable, or non-consumable supplies.
Eligibility
Employees are eligible for Professional Development Program funds for the period July 2, 2016 to July 1, 2017 and for July 2, 2017 to July 1, To be considered for funds, teaching assistants and graduate assistants must:
Be employed full-time or part-time.
Be employed for the duration of the project or activity.
Have completed a project or activity for the period July 2, 2016 to July 1, 2017 on or before July 1, 2017, or for the period July 2, 2017 to July 1, 2018, complete a project or activity on or before July 1, 2018.
Submit a completed Application by the designated deadline.

4. Application Procedures
The Application must include the following:.
The type of event, event site and sponsor.
A description of the project or activity.
How the project or activity will enhance the applicant's professional development.
Itemized expenditures related to the project or activity that conform to the New York State Comptroller's Rules and Regulations and limitations.
Applicant's role, such as presenting a paper, proposal or formally participating. If presenting a paper or proposal, the title of the paper or proposal and nature of the presentation must be provided.
A letter of acceptance of the paper or proposal. If acceptance is pending, notification of acceptance must be provided no later than 14 days prior to the proposed starting date of the project or activity.
A brochure, announcement or other relevant documentation describing the project or activity and related costs. If documentation is not yet available, it must be provided no later than 14 days prior to the proposed starting date of the project or activity.
A current curriculum vitae (resume).
Additional supporting documentation or information as requested by the campus committee.
A completed Application and all required documentation must be submitted to the office designated by the campus president or designee by the application deadline to be considered for funding. Information regarding the designated office for submitting the application may be obtained by contacting the local GSEU representative or the campus human resources office.
A copy of the Application may be accessed at:

5. Application Procedures (continued)
Review of applications will take into consideration the nature of the professional development project or activity and how the project or activity will assist applicants in developing their full professional potential or preparing for advancement.
Application Deadlines
For the Period July 2, 2016 to July 1, 2017
Applications must be submitted on or before December 29, 2017.
Employees are to be notified of the award on or before February 1, 2018.
For the Period July 2, 2017 to July 1, 2018
Applications must be submitted on or before May 5, 2018.
Employees are to be notified of the award on or before June 2, 2018.

6. Filing for Reimbursement Instructions
Reimbursement Procedures
All expenditures related to projects or activities funded by the Professional Development Program must be in accordance with the Professional Development Program Guidelines and the New York State Comptroller's Rules and Regulations and limitations contained therein.
For reimbursement, employees must:
Be employed at the time of payment or have an open student account at the same campus that awarded the funds.
Submit a voucher with original receipts for expenses that were approved and incurred for a project or activity, to the campus fiscal office as follows:
within 30 days after completing the project or activity, or
if funding was awarded for a project or activity that was completed at an earlier date, no later than 30 days after the date of the award.
Employees who do not submit a voucher with original receipts in a timely manner may forfeit entitlement to reimbursement.
Questions regarding reimbursement should be directed to the campus fiscal office.
Steps for Reimbursement for an Activity that does not Include Travel:
Reimbursement for an activity that does not include travel is achieved by using a NYS Standard Voucher (AC-92). In addition to the voucher, original itemized receipts are required for any expenses you are looking to receive reimbursement for.

7. Filing for Reimbursement Instructions (continued)
Steps for Reimbursement for an Activity that does Include Travel:
Review and refer to the New York State Office of the State Comptroller Travel Manual for rules and regulations
Overnight Travel
Prior to traveling, fill out a Request and Authorization for Travel found here, keep a copy for yourself and submit the original to your department secretary. Travel funds cannot be reimbursed without this.
If you need plane or hotel reservations, Business Affairs will provide you with a number that will be used for billing. The University will process payment for these services directly through the travel office so the traveler won’t have to use their own money up front

8. Filing for Reimbursement Instructions (continued)
If possible, ask your department secretary to assist you with making travel arrangements through Plaza Travel (the University’s contracted travel agent) using the billing numbers provided by Business Affairs
If you are staying in a hotel in New York State, you will need to have a NYS Department of Taxation and Finance Exemption Certificate for Tax on Occupancy of Hotel Rooms (ST-129) form with you upon check-in to the hotel. The travel agent may ask you for a copy of it upon making your reservation
If you choose to drive a vehicle to your activity, you can rent a vehicle through Enterprise Rent-A-Car or Hertz Car Rental (please note you have to be 18 years of age and a NYS employee to rent a vehicle)
If it is not possible for you to rent a vehicle, you may drive your own personal vehicle. However per the rules of our Travel Office, you would be reimbursed for the equivalent cost of a rental vehicle plus gas
While on your trip, save all receipts having to do with your transportation (plane ticket, bus/train/subway/taxi receipts, parking etc.)
While checking out of your hotel, be sure to get the hotel receipt, also called the hotel folio
Gathering receipts and the hotel folio to turn in is very important. Reimbursement cannot be distributed without them
Meals will be reimbursed according to the per diem for that location and dates and times of travel. The hotel folio is sufficient documentation to claim meal expenses
If breakfast and/or dinner are provided by the hotel or conference, those meals are not reimbursable
It is a requirement to submit corresponding credit/debit card statements or cancelled checks for purchases you are seeking reimbursement for unless the item has been paid for with a University control number through the travel agency. Account numbers and personal information other than your name can be redacted

9. Filing for Reimbursement Instructions (continued)
It is also very important to get literature or an agenda from the event you are attending
Record your departure and return dates and times
Once you return, please turn in your receipts and activity agenda/literature to Kate Hastings, Couper Administration Building, room 238
Day Travel
Prior to traveling, fill out a Request and Authorization for Travel found here, keep a copy for yourself and submit the original to your department secretary. Travel funds cannot be reimbursed without this
Travelers may be reimbursed for breakfast and/or dinner for day trips based on departure and return times. Travelers are entitled to reimbursement for breakfast if they have to leave at or before 7:00 AM, and/or dinner if they return home after 7:00 PM (from website)
Travelers without meal receipts are reimbursed $5.00 for breakfast and/or $12.00 for dinner (from website)
If you choose to drive a vehicle to your activity, you can rent a vehicle through Enterprise Rent-A-Car or Hertz Car Rental (please note you have to be 18 years of age and a NYS employee to rent a vehicle)
If it is not possible for you to rent a vehicle, you may drive your own personal vehicle. However per the rules of our Travel Office, you would be reimbursed for the equivalent cost of a rental vehicle plus gas
While on your trip, save all receipts having to do with your transportation (bus/train/subway/taxi receipts, parking etc.)

10. Filing for Reimbursement Instructions (continued)
Program Evaluation
The Evaluation must be submitted within 30 days after completing the project or activity. It may be submitted by mail, fax or as indicated on the form.
If a project or activity was completed prior to receiving an award, the Evaluation must be submitted within 30 days of receiving it.
Failure to submit the Evaluation may result in postponement of action on an applicant's subsequent application for funding until the Evaluation is received.
A copy of the Evaluation may be accessed at: Evaluation.pdf
Acknowledgement of Funds
Award recipients are required to acknowledge the support of the New York State and Graduate Student Employees Union Professional Development Program as the funding source on all publicity, publications, and handout materials.

11. Next Steps
All reimbursements are subject to audit by the Business Affairs’ Travel Office
Kate Hastings will then prepare your personal reimbursement or travel reimbursement forms and will be in touch to obtain your signature
You will receive a copy of the paperwork that is submitted for reimbursement
It is very important to ensure that the address on the travel reimbursement form is accurate because your reimbursement will be a check mailed to that address
Kate Hastings will submit the forms to the Business Affairs’ Travel Office
The Business Affairs’ Travel Office will review the documentation and submit the final documentation

12. Links to Resources Websites
NYS and CWA, Local 1104/GSEU PDA Official Page
Binghamton University Business Affairs' Travel Website
New York State Office of the State Comptroller Travel Information
New York State Office of the State Comptroller Travel Manual
Forms
NYS and GSEU Professional Development Awards Application
AC-92 NYS Standard Voucher (will be filled out by Human Resources)
Request and Authorization Travel Form
NYS Department of Taxation and Finance Exemption Certificate for Tax Occupancy of Hotel Rooms (ST-129)
Employee Report of Travel Expenses and Claim Payment AC132-S (will be filled out by Human Resources)
NYS and GSEU Professional Development Awards Evaluation