We are rolling out a new process for requesting professional development for all employees that will hopefully streamline the process for everyone. 

The link to the form remains in the same place in the HR tab of the Veracross Portal. But now instead of filling out a form in Microsoft, you will be filling out a form in Ramp. This will make paying for and getting reimbursed for the expenses very easy. 

Another benefit of using Ramp is that you can go back to view and edit your request if you realize anything needs updating. This article includes screenshots and a little more detail than what is provided on the form, if you need it. 

Part One:

The first step when considering any professional development opportunity is to discuss it with your supervisor. If your supervisor thinks it is a good idea, then fill out the form with all the details. The form is linked here, but is also available in the Employee Portal, in the HR tab. 

When you open the form you will be prompted to log into Ramp. You should be able to do this simply by entering your Overlake email address. (It may prompt you to log into Microsoft if you aren't already logged in.) 

Part Two: 

1. Your name will be pre-filled. You can also fill out the form on behalf of someone you supervise by clicking on the arrows on the right of the name box. 
2. Give your request a name - it defaults to calling it a trip, but it is recommended to name it the name of the PD opportunity you are persuing (the name of the conference, or webinar, or workshop). 
3. The origin and destination are for travel purposes, if you are doing a local/web based PD then make the destination the same as the origin. Dates should be dates of the event or dates you will be traveling to or from the event. 

Part Three: 

1. Check “Estimate my costs” and it will give you amounts for flights, lodging and a per diem rate.  
2. If you think the lodging and flight estimates are correct, you can use them, or you can manually edit the amounts if you have other numbers (e.g. if you have a specific rate for a conference hotel).  If you are not traveling, remove the lodging and flight amounts by clicking the x on the far right.
3. The per diem is for only one day. Edit it to account for each day of your travel (e.g. if you are traveling for three days and the rate is $60, change it from $60 to $180).  If you are doing a webinar or similar, delete the per diem amount. 
4. Add line items for any other expected expenses such as conference/workshop registration or tuition, other transportation, etc.  
5. In the “Add more context” box, explain where the numbers came from (e.g. flights based on Ramp estimate, Lodging is $200 per night at the conference rate, three days per diem at $60, conference registration at $600 plus one three hour workshop for $150, Uber to and from the airport estimated at $40 each way)  

Part Four: 

Fill out the rest of the form with information about your request. Click the yellow request button at the bottom right of the page. 

Part Five: 

Your supervisor and your supervisor's supervisor will review this information in order to decide if the request is approved. Ramp will send you an email if it has been approved. Once it is approved you can register and/or book your travel. Ramp will set aside funds for this. You can use your school credit card, get a vitual school credit card for these expenses, or submit reimbursements against these funds. Note in Ramp that the funds are coming from this request when you submit your receipts. 

It is your job to collect reciepts and submit them. It is also your job to ensure you have coverage while you are gone. Please arrange this as far in advance as possible. Faculty should reach out to Priya with sub requests. Staff should work with their supervisors to arrange coverage.