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 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 a De Anza College Professional Conference and Travel Funds Application
and an International Travel Authorization Form. On the International Travel Authorization Form, the employee indicates the total
cost if the trip, “De Anza College Staff Revitalization Funds,” as the Source of Funding,
and a maximum of “$1600.00” for Classified Professionals and "$2000.00" for Faculty
as the Total from the General Fund. 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 submits both the Conference and Travel Funds Application and International
Travel Authorization Form, with appropriate supportive documentation, to his/her dean/supervisor.
- The dean/supervisor reviews the Professional Conference and Travel Funds Application
and signs the International Travel Authorization Form (if the division is not contributing
any funding then leave the budget information blank) and returns them to the applicant,
then the dean/supervisor immediately notifies their Vice President’s Office that a
potential international travel request is being made.
- Once the employee receives the dean/supervisor’s signature on the International Travel
Authorization Form, the employee follows the regular processes for submitting the
Professional Conference and Travel Funds Application to the Office of Professional
Development and indicates on the form that international travel is required. The
employee will be prompted to attach the signed International Travel Authorization
Form. The Office of Professional Development will record receipt of the application
packet, scan it, and forward it to the appropriate Vice President for review/approval.
- 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 of Instruction 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.