APPENDIX FM-11
APPENDIX FM-11
Maricopa Community Colleges
International Travel Proposal

Please complete and attach the standard District Travel Authorization Form to this proposal
before submission. Use as much space as is needed to complete form.
PROPOSAL INFORMATION
Name/s of Participant/s:
(Include E-mails and Phone Numbers.)
Program Title:
Country:
Dates of Program:
Sponsoring College:
Sponsoring Department/s:
Program Coordinator, E-mail and Phone Number
(if applicable):
Host Institution (if applicable):
Country Host Contact Name, E-mail and Phone
Number (if applicable):
TRAVEL DATES
BUSINESS TRAVEL*
PERSONAL TRAVEL
Specific dates for conference,
seminar, education abroad or
exchange program, meeting or
other Maricopa business. List all
dates:
Date of Departure:
Out of Country Event Dates:
Date of Return:
*For the purposes of this form, business travel is defined as the official purpose of and reason for the travel and
would generally include, but not be limited to, conferences, seminars, meetings, education abroad, exchange
programs, international student recruitment, or other official purposes.
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APPENDIX FM-11
EMERGENCY TRAVEL
Is this travel requested on an emergency basis (i.e., less than 30 days in advance and/or after the
expenditure of any District funds for the travel)?
Yes _______
No _______
If yes, please provide an explanation/justification below.
EXPLANATION, JUSTIFICATION AND BENEFITS OF
INTERNATIONAL TRAVEL OPPORTUNITY
Purpose: Briefly describe the purpose
of the international travel opportunity,
noting what role you will play (keynote
speaker, conference presenter,
conference participant, board
member, etc.).
Relationship to District Position:
Describe how the international travel
opportunity it is linked to your job
responsibilities.
Justification: Why is it important to
travel outside the country to have this
experience? Is this opportunity or a
similar one available in the U.S. or its
territories?
Tangible Benefits: Please describe
the tangible benefits derived from
participating in this international travel
opportunity for student/s, College/s
and the District.
Sharing the Outcomes:
Note how the learning will be shared
with others at MCCCD?
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APPENDIX FM-11
SOURCE OF FUNDS
Yes _______
Are all proposed District funded
expenditures compliant with the
District’s travel policy, regulations, and
official function requirements? If no,
please explain.
No _______
Yes _______
No _______
Are all proposed District funded
expenditures directly related to the
purpose of the business/international
education travel? If no, please
explain.
BUDGET SUMMARY AND EXPLANATION OF EXPENSES
In this next section, please outline and provide detailed explanation for all expenses, especially those that fall
outside of the general categories of travel, per diem expenses and conference fees, and all other proposed
expenditure that would be classified as “other”.
Please consult the District travel policy and regulation and/or the official functions policy for permissible
expenditures and/or the College or District fiscal office. Note that personal expenditures and gifts for others or the
traveler for these categories of spending and all other categories are not permitted.
Please note
You only need to include budgetary information for funds you are receiving from the District. If this
program is funded through outside sources, you do not need to include those here.
Expense Category:
Amount:
Explanation:
Transportation – international
Meals, per diem
Meals, group
Lodging
Event attendance/registration fees
Other:
Program fees
Telecommunications
Meals, other than per diem
Local travel
Total Expenses:
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APPENDIX FM-11
SEPARATE REIMBURSEMENT
If planned travel is as a group, but some reimbursement will be claimed by individual travelers, please list these
items here. Please consult the District travel policy and regulation and/or the official functions policy for permissible
expenditures and/or your College or District fiscal office. Note that personal expenditures and gifts for others or the
traveler for these categories of spending and all other categories are not permitted.
Type of Expenditure:
Estimated
Amount:
Explanation:
Please attach a completed MCCCD Travel Authorization Form to this application before submission.
Please read instructions on international travel reporting below.
The link to the International Travel Report form is: http://www.maricopa.edu/iie/facultyservices/index.html
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APPENDIX FM-11
MCCCD I NTERNATIONAL T RAVEL R EQUEST
Form must be submitted to the Chancellor’s Office at least 30 calendar days in advance of travel and prior to the
expenditure of any District funds for the travel. Expenditures of funds should not be incurred unless approvals are
in place. All signatures are required for travel approval.
The only exception to the 30 days submission requirement is for emergency travel; however, District funding only
will be provided if the request receives all approvals.
Name and Title of Requestor:
Name/s of Traveler/s:
I/We, _________________________________________________, request authorization to travel
outside of the United States (including its territories and possessions) on Maricopa Community Colleges
District business with the above named individuals.
SIGNATURE: REQUESTOR
________________________________________________
Requestor
__________________________
Date
APPROVALS
________________________________________________
Department Head
_______________________________________________
College International Education Director
________________________________________________
Appropriate Vice President
________________________________________________
College President
________________________________________________
District International Education Director
________________________________________________
Vice Chancellor for Academic Affairs
________________________________________________
Chancellor
Date
__________________________
Date
__________________________
Date
__________________________
Date
__________________________
Date
__________________________
Date
__________________________
Date
__________________________
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Please attach a completed MCCCD Travel Authorization Form to this application before submission.
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APPENDIX FM-11
APPENDIX FM-11
Maricopa Community Colleges
International Travel Proposal
INSTRUCTIONS FOR COMPLETING
THE INTERNATIONAL TRAVEL PROPOSAL
MCCCD is required to spend its resources only for things that tangibly and directly benefit its
educational mission and objectives. Some expenses by their nature aren't appropriate. Others require
an explanation to meet that requirement.
Here are the procedures and guidelines for filling out the budgetary section of the International Travel
Proposal. They apply regardless of the source of District funds being used for the expense.
Explanation, Justification and Benefits of International Travel Opportunity:
When completing this section on Explanation, Justification and Benefits of International Travel
Opportunity, the language used must be specific. Vague or overly subjective descriptions won't satisfy
the documentation requirement.
Some examples:
1. In describing the “Purpose” of the international travel opportunity:
Examples of descriptions that are insufficient are:


The purpose is to gain a personal understanding of another country, culture or college in
another county.
Participation in the event will provide the college with visibility in the global economy.
Examples of descriptions that may be adequate are:


The purpose is to discuss the terms of a formal study abroad program at college A in county Z
through (name the college that would be sponsoring the program).
Participation in the event will assist the District in its efforts to recruit students from county Z.
Attendance of 10,000 potential students is expected at the event, affording the college the
opportunity recruit many new students, to promote global learning and strengthen the diversity
and inter-cultural development of our local community and student population.
2. Likewise, when describing the “Tangible Benefits” of the international travel opportunity, the
description provided must be precise and identify specific activities and objectives of MCCCD. Vague
descriptors are insufficient, as are statements showing a benefit to the public generally.
Examples of descriptions that are insufficient are:


Attendance at the conference will provide prestige to MCCCD.
Attendance at the seminar will boost employee morale.
Examples of descriptions that may, depending on the expense, be sufficient are:
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APPENDIX FM-11



During this trip, I will be negotiating the logistics and terms of a proposed training contract with
Company Y. Through this contract, the college will develop new courses and these will be
available to students locally and around the world.
The conference/seminar occurs over 5 days and the agenda includes a comprehensive
overview and focused breakout sessions on the latest developments in cancer research. As a
biotechnology faculty member, this will help me update my knowledge.
I am participating in a 3 week faculty exchange program in country L at the University of M. The
program includes daily seminars and discussions groups designed to help enhance my teaching
skills.
Budget Summary and Explanation of Expenses:
Numerous expenses are incurred while traveling. This section allows you to document miscellaneous
types of expenditures such as fees, in country travel, etc. Please reference the District travel policy and
regulation as well as the official functions policy for details on appropriate expenditures.
If the travel expense is under a grant or similar restricted fund, the person initiating it must make sure
that it is allowable.
REQUIREMENTS FOR INTERNATIONAL TRAVEL REPORTING
International Travel Reports
According to the new District International Travel Policy, all who engage in international travel on behalf of
the Maricopa Community Colleges are required to submit an International Travel Report within 30 days
following the conclusion of their program (or by the Week of Accountability for those traveling in the
summer months).
This includes those who are participating in faculty exchanges or faculty development programs, attending
conferences or board meetings, conducting research, etc., with the exception of faculty who lead student
education abroad programs, who fill out a Student Education Abroad Faculty Evaluation. Contact the
College or District International Education office for more information.
Reference the chart below for an illustration of the timeline for travel reporting.
Status Report on International Travel Outcomes:
At the end of the academic year following the international travel, each participant must submit a Status
Report on International Travel Outcomes to the Vice Chancellor for Academic and Student Affairs that
describes progress made achieving the expected outcomes outlined in the original proposal. (If all
outcomes have been achieved at the time of the filing of the International Travel Report, and in the case of
student education abroad programs, this step will not be required.)
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APPENDIX FM-11
TIMELINE FOR INTERNATIONAL TRAVEL REPORTING
Reporting
Period:
Traveler’s Report due
to:
College International
Education Director and
Participant’s
Supervisor/Department
Head
College IE
Director’s Report
due to:
College Presidents
College President’s
Report due to:
Chancellor’s
Report due to:
Vice Chancellor for
Academic Affairs and
the Chancellor
Governing Board
1st Quarter:
January
February
March
Within 30 days following
the conclusion of the
program
March 30th
April 10th
April 30th
2nd Quarter:
April
May
June
Within 30 days following
the conclusion of the
program or by the Week
of Accountability in
August
June 30th
July 10th
July 30th
3rd Quarter:
July
August
September
Within 30 days following
the conclusion of the
program or by the Week
of Accountability in
August
September 30th
October 10th
October 30th
4th Quarter:
October
November
Dec.
Within 30 days following
the conclusion of the
program/participant’s
return to the US
December 15th
January 10th
January 30th
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