Procedures for Application FSDF Due Dates Eligible and Non-Eligible Activities Requirements for Reimbursement Travel Request Form Information

The UHMC faculty and staff development fund (FSDF) policy is designed to provide opportunities to promote individual progress of all staff and faculty members. Such progress comes through improvements in efficiency and effectiveness, resulting in staff and faculty members who feel positive about themselves, their jobs, and their skills, all working together in a supportive environment toward the mission of the College and the UHCC system.

Requests are evaluated on the basis of equitable access to training and development opportunities for all faculty and staff members, regardless of their age, gender, ethnicity or status.

Support is limited to a total of $2,000 every two (2) years for all applicants.

Total awards for each academic year is limited to no more than $10,000. with any funds not spent in a time period to be rolled over to the next award period.

The application form is online (link below).

1. Read both the Faculty and Staff Development Fund Policy and the Application Information.
2. Inquire about and seek out support from other funding sources.
3. Complete and digitize a Travel Request Form signed by the traveler and supervisor. (Off-island travel only)
4. Acquire and digitize supervisor’s statement of support and way(s) in which the activity is job-related.
5. Digitize an official brochure, flyer, announcement, or invitation describing the activity.
6. Prepare a brief plan for sharing knowledge and experiences with colleagues/other stakeholders.
7. Complete and submit the online Faculty and Staff Development Fund Application Form – Request Funding and attach #3, #4 & #5 above, if applicable.
8. Understand that any change of employment status prior to the start of the activity/event will impact award reimbursement (i.e. must be UH employee to qualify for UH Foundation funds).

Please make digital or hard copies of all application documents for your files.

Applications can be processed only after all of the documents have been received. Note that the committee will only consider complete applications. The applicant will be notified of his/her application status after the Faculty and Staff Development Committee members review it. Please contact Joyce Yamada at yamadajo@hawaii.edu or X663 for all inquiries.

Fund request approvals by the Faculty & Staff Development Fund Committee are subject to review by the UH Foundation, and approval may be overturned.

All FSDF submissions will be awarded, with consideration to the amount of funding available and request prioritization considerations.

UH Foundation funds do not currently support in-person or online classes/courses.

IMPORTANT: Save and scan all original receipts. To receive your check, you must submit the following to the Faculty & Staff Development Committee Chair by email yamadajo@hawaii.edu by 4 pm, no later than 45 days from the date of the last day of the activity. Late or incomplete submittals will not be processed for payment.

Make digital or hard copies of all documents submitted for reimbursement.

1. Check Request Form, which will be e-mailed to you when your request is approved
2. Original receipts for expenses and credit-card statement for all charged expenses
3. Travel Completion Form, if applicable
4. One-page summary report including:
   • Part 1: A description of the activity and how it impacted student learning and success/your job/UH Maui College
   • Part 2: A description of how the knowledge and experiences were shared.

The travel request form can be found on the University of Hawaiʻi eTravel website. When creating a new travel request:

1. From the drop-down box next to “Process Travel Via:”, select “UH Foundation”
2. For “Claim Travel Advance”, select “No”
3. Fill out travel request and save.

UH Foundation is not connected to eTravel so you must:

1. Print a copy of the form
2. Submit
3. Click on Print UHF form, include printing that signature page

Please ask your Chancellor’s secretary for assistance if you are not familiar with eTravel or FMIS-4 – University of Hawaiʻi Employee Travel Form (old travel form) provided as an attachment.

*PLEASE INCLUDE PERMISSION TO TRAVEL APPROVAL MEMO FROM YOUR APPROVING AUTHORITY IN e-TRAVEL.

1. Source of Funds/Purpose & Justification for Travel (type in the following information and change campus and date information, as needed):
   1. UHMC FSDF UH Foundation Account Number 120-1836-4
   2. To attend and participate in the at on .
2. Estimated Expenditures:
   1. Airfare (Approximate online charge for air fare may be used if invoice not received)
   2. Taxi/Car (as appropriate)
   3. Other – Parking
   4. Meals – No M&IE
3. Save Travel Request document to prepare travel completion, as needed.
4. Signatures from your campus:
   1. Traveler
   2. Approving Authority:
      1. Dean / Director / Chancellor
5. Scan and Submit the travel request form or to Joyce Yamada.