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Business Operations - Approval to Incur Conference, Seminar, Training or Travel Expenses

To obtain advance approval to attend an In-District or Out-of-District conference, seminar, exhibit or training.

What form(s) do I need?

(If prompted to open or save click open. If prompted to enter a password click cancel several times.)

How to complete the Approval for Conference, Seminar, Training or Travel packet:

  • Complete the Part 1 Conference, Seminar or Training Leave Travel Expense form.
    • Enter your home address (not Malcolm X College) on the form.
    • Be sure to indicate all estimated expenses related to your trip, such as car rental, flight/train, lodging, registration, parking, shuttle bus, taxi, tolls, mileage and meals.
      • Reimbursements will not be approved if estimated costs are not included on this form.
    • Confirm that your preferred hotel and conference vendors are in the Financial Management System (FMS).
      •  Your department secretary can assist you.
    • Use the Meal Allowance link to determine the allowable expenses for your meal purchases.
    • Be sure to complete the Funding Source Chartfield section of the form.
      • You can obtain the funding source from your Dean or Department Chair.
  • Gather all required documentation.
    • Completed ETS profile form (first time travelers only)
    • Flight/Train itinerary (from company’s website) which includes preferred travel times, dates of travel and preferred airline carrier.
    • Hotel confirmation                                       
    • Completed registration, agenda and detailed description of the event which outlines the purpose of the conference.
      • All participants must register themselves with the conference venue;
      • The Business Office is only responsible for registration payment;
    • Include Google or Map Quest mileage information( 1 )
      • From home to location
      • From school to location
  • Obtain all required signatures.
    • Dean/Manager
  • Submit the completed packet to the Business Office( 2 )
    • Submit a completed and approved packet no less than 60 days before your event.


  •  ( 1 )Per district policy, do not include the first or last mile when calculating mileage (i.e., deduct 2 miles from the total mileage driven for the trip).
  • ( 2 )The Business Office will obtain the remaining, required signatures from the Executive Director, President and Vice Chancellor’s Office.