Conference Leave Applications

Top Ten Tips

1. Always use the latest application forms. Ensure that you do this by always downloading a blank set of forms from FASS' Document Directory in iWaikato. Please bookmark this page.
2. Ensure that you have a complete application, with all necessary accompanying documentation. There is now a Checklist incorporated into the application form to help with this point.
3. The best way to ensure your place on a Conference (and often to benefit from the 'Earlybird Registration Discounts') is to pay your own registration with a credit card. This can then be reimbursed when you lodge your application.
4. If you cannot pay the registration yourself, get the application (and all relevant documentation, especially the Registration Form) to the Conference Leave Administrator as soon as possible, but definitely one month before the payment is due.
5. When organising your travel, please remember that the Faculty can only pay for direct travel to the destination where the Conference is being held. Any other travel costs (side trips etc.) must be covered by the staff member concerned. (It is best to discuss this point if it is an issue.)
6. If you plan to use your own car for travel, it is imperative that you consult the University's Policy on the use of Private Vehicles (http://www.waikato.ac.nz/official-info/private_vehicle.shtml).
7. If expenses are to be incurred in a foreign currency, it is best to pay using a credit card. The credit card statement can then be used to find the amount paid in NZ dollars. This will also give a good exchange rate to use for further expense made at the same time for which you were unable to use a credit card.
8. Actual and reasonable meal costs can only be reimbursed for the duration of the Conference. Meals bought in airports do not count.
9. Remember, the allowances are yours to use as you like (within the regulations), but once they have been used,...that's it, until your next three year cycle begins.
10. If you have been invited to a conference, it would be wise to ask whether the Conference organisers can give any financial help towards the cost of the Conference.

As an example, the 'ideal' application would be as follows:

1. Staff member writes abstract and paper, which is then accepted by the Conference organisers. At the same time they consult with their COD as to the suitability of the Conference and the timing (with respect to teaching commitments etc..).
2. Staff member pays their own Registration with a credit card, thus avoiding any problems of having a third party involved.
3. Staff member organises their own travel arrangements.
4. Staff member downloads latest version of the Conference Leave Application Form and completes it, using the Checklist to ensure all necessary documentation is present (including the COD's Certificate).
5. Conference Leave Administrator receives the application two months prior to the date of travel (staff member has already received confirmation of their place from the Conference organisers and also has travel booked).
6. Conference Leave Administrator approves leave, reimburses registration costs and pays travel costs directly to the travel agent.
7. On their return, the staff member downloads the Conference Leave Expenses Reimbursement Form. This is then completed and sent to the Conference Leave Administrator along with all receipts.
8. Conference Leave Administrator makes final reimbursement and sends a 'balance' of funds reaming to the staff member.
9. Staff member completes Leave Report (using the correct form) and sends it to the Conference Leave Administrator within two months of returning to University.