Application Procedure and Guidelines

Classified Professional Development (PD) funding requests must be planned based on the applicable Classified PD application deadline, TAR approval timelines, and—when applicable—registration payment due dates. Requests that depend on PD funding approval and advance payment (registration prepayment or cash advance) must be submitted early enough to allow for required approvals, PD Committee review, and payment processing.

Example:

The Classified Professional Development Committee does not meet during summer or winter break. If your professional development activity requires PD funding approval and advance payment during these periods (such as conference registration or travel occurring in June–August or late December–January), you should plan to submit your PD funding request prior to April 1 for summer activities and prior to October 1 for winter activities to allow sufficient time for required approvals, committee review, and payment processing.

Approval of travel does not guarantee approval of Professional Development (PD) funding. PD funding decisions are made separately by the Classified Professional Development Committee and follow established Classified PD application deadlines and funding cycles.

1. Contract Professional Development and Travel Waiver (Required)

If a professional development activity and any associated travel occur outside of an employee’s assigned work schedule or paid work period, the activity is considered off-contract and requires submission of the Off-Contract Professional Development and Travel Waiver.

When completing the Travel Authorization and Reimbursement (TAR) Claim, applicants will be asked whether the activity occurs outside their regular work period. If “Yes” is selected, the waiver must be uploaded before the TAR Claim can be submitted.

This requirement applies only to off-contract professional development and does not apply to activities occurring entirely within an employee’s assigned work schedule.

2. The applicant must be a permanent classified employee at American River College who has successfully passed the one-year probationary period.
3. The activity/event should relate to the applicant’s job and/or professional growth.
4. Funding cannot be used for tuition or credit-based classes.
5. All applicants have a funding cap of $1,000 per fiscal year (July 1st – June 30th) provided that funding is available and the request is approved by the Classified Professional Development Committee.
6. The Classified Professional Development Committee has the option to fully or partially fund any request.
7. Travel authorizations must conform to district travel guidelines. Contact the Business Services Office for questions regarding travel.
8. Application Process

To apply for Classified Professional Development (PD) funding, the applicant must submit the request through the ARC Travel Authorization Program (Travel Authorization and Reimbursement [TAR] Claim system).

All PD funding requests—including online, local, and travel-based activities—are submitted through the TAR Claim, even if no travel-related expenses are requested.

• • Initiate and complete a TAR Claim through the online TAR system and select the option to apply for Professional Development funding.
  • Attach estimated cost documentation within the TAR Claim. Expenses do not need to be booked or paid prior to submission; however, reasonable cost estimates (such as registration fees, airfare estimates, lodging rates, or other anticipated costs) must be included.
  • The TAR Claim will be routed through the TAR system to all required approvers. Approval by the Vice President of Administrative Services (VPA) is required before a Professional Development funding request can be reviewed and considered by the Classified Professional Development Committee.
  • The TAR Claim is a two-step process.
    • Step 1 – Request to Attend & Request for Cash Advance/Prepaid Expense must be submitted and fully approved before travel occurs and before Step 2 can be initiated.
    • Step 2 – Request for Reimbursement should be submitted no later than three (3) business days after attendance at the conference or return from travel as a college processing standard.

Prepayment and Cash Advances

• Requests for registration prepayment or cash advances must be indicated within the TAR Claim.
• Prepayments and cash advances may be issued only when PD funding is approved and available in advance, and when TAR processing timelines allow.
• Classified employees are strongly encouraged to plan well in advance and consult the TAR FAQs for guidance on timing and eligibility.
• Cash advances and registration prepayments are requested and approved as part of Step 1 of the TAR Claim.

Out-of-State Travel

• Requests involving out-of-state travel are subject to additional review and approval requirements under District travel regulations.
• Approval by the College President is required for out-of-state travel.
• Because of the additional approval steps, out-of-state requests require earlier planning and may take longer to process.
• Out-of-state travel approval does not guarantee approval of Professional Development funding.

Travel Authorization & Reimbursement (TAR) Claim FAQs

For detailed guidance on Professional Development (PD) planning, including how PD funding interacts with TAR approval, review timelines, registration prepayment, cash advances, and travel requirements, please refer to the Professional Development section of the Travel Authorization and Reimbursement (TAR) Claim FAQs and Travel Section Guidelines.

The applicant must complete a post-activity evaluation report within 30 days of attending the event. If a report is not completed and submitted within 30 days, future professional development funding may be denied.

Priority will be given to:

1. Applicants who have never received funding.
2. Former applicants who have completed a post-activity evaluation report.