International Travel
Please Plan Ahead!
Under the district Board Policy 7400, all international travel must be approved in advance by the Chancellor (except for travel by employees of the International Student Programs and Study Abroad programs when it's required as part of their duties.)
Please allow several EXTRA weeks to complete the approval process for international travel!
Applicants are encouraged to wait for official approvals to purchase travel arrangements as approval is not guaranteed.
International Travel Procedure
- Employee completes an International Travel Authorization Form. On the International Travel Authorization Form, the employee indicates the total
cost if the trip, “De Anza College Conference and Travel Funds,” as the Source of
Funding, and a maximum of “$1600.00” for Classified Professionals and "$2000.00" for
Faculty as the Total from General Funds. If secondary funding has been approved from
other general funds, the amount and name of the fund should also be included in these
fields.
- Employee discusses the international travel and reviews the International Travel Authorization
Form with their managing supervisor/dean and secures their approval signature. The
managing supervisor/dean immediately notifies their Vice President's Office that a
potential international travel request is being made.
- Employee submits a De Anza Conference and Travel Funds Application and attaches the
completed International Travel Authorization Form as a PDF. The International Travel
Authorization Form at this point will have the employee and managing supervisor/deans
signatures but will not yet have the President/Vice Chancellor and Chancellors signatures.
- The De Anza Office of Professional Development receives the Conference and Travel
Funds Application with the attached International Travel Authorization form and initiates
the international travel approval process through the appropriate Vice President.
- If the application packet is approved by the Vice President, then the packet will
be forwarded to the President for review/approval. If the President approves and signs
the application and authorization form, then it will be sent to the Chancellor's Office
for the Chancellor’s authorization. (If the application is denied by either the Vice
President or President, then the employee and the Office of Professional Development
will be notified by the AVP/VP that funding has been denied and does not need to go
forward to the committee.)
- The Office of Professional Development, upon confirming the Chancellor's approval
of the International Travel Authorization Form, places the application packet in the
queue for the Professional Conference and Travel Funds Committee to consider the application
for funding and notifies the employee and the dean. (If the Chancellor denies the
application then the President’s Office will be notified, who will notify the appropriate
Vice President, the employee, and the Office of Professional Development that funding
has been denied and does not need to go forward to the committee.)
- The Professional Conference and Travel Funds Committee makes a decision on awarding
funds and sends the conference funds award-approval letter, the trip voucher and the
authorized International Travel Authorization Form to the employee.
- Upon completion of their activity, the employee submits their Trip Voucher, receipts and proof of payment, the authorized International Travel Authorization Form, and their activity report to the Office of Professional Development for processing, adhering to the due date on the Trip Voucher.