Guidelines for Learning & Development Events

L&D funds may be used for conferences, workshops, online courses, webinars, and other work-related educational events; if you’re unsure, please contact the Employee Development Coordinator.

L&D requests are only needed when the staff member is seeking library payment or reimbursement for registration fees, travel costs, and other associated expenses.  

All requests are subject to available funds and to approval by the Employee Development Coordinator and/or Director of Human Resources.  Requests must be approved at least 90 days before the event occurs.  If 90 days is not given, requests may not be considered.

Note:  If you submit a proposal to present at a conference, please also submit a Learning & Development (L&D) request at that time so we can plan ahead in the budget.  Support for our staff presenters is a priority, but budget planning takes place far in advance and funds are limited.

Considerations for conference/event attendance:

• Presenters / Serving in a leadership role
• Committee Members attending a committee meeting
• Being sent at the direction of the Executive Director or designee
• First-time conference attendee
• Attended an ALA/PLA/OLA/Other conference more than 3 years ago

Note:  Library Administration may give other attendance priorities as necessary.

Travel Guidelines

Air Travel

• Airline reservations are to be completed by the system.  You may indicate your flight preferences and give that information to the Employee Development Coordinator at the time of request.  Arrival and departure dates for event may require travel the day prior or the day after the event depending on flight availability.
• The library system will pay for travel directly to and from the conference location or event site.  Any additional costs associated with arriving early or staying after a conference/event are the employee’s responsibility and are not reimbursable.  Reimbursable airfare is the lowest coach fare at the time of approval.  HUM will advise traveler at time of approval what maximum amount will be reimbursable for his/her flight.  Employee may be asked to make his/her own airline reservation and seek reimbursement for allotted amount.
• HUM will secure three airfare quotes at the time of approval to calculate maximum reimbursable amounts.

Mileage

• Reimbursement for mileage is given for travel between locations for library-related business conducted during regular business hours. This excludes travel from home to work, home to training/meeting location, work to home, and training/meeting to home unless the mileage is above what the staff member’s normal commute mileage is to their assigned workplace – the amount above is the only amount claimable.
• Request mileage reimbursement using Mileage Reimbursement Request form located on MyMetrolibrary.
• The current mileage rate is the current rate allowable on the gsa.gov website.
• If the request for reimbursement for use of a personal vehicle is more than the cost of air travel for the same trip, reimbursement including enroute lodging and meal costs will be limited to the coach airfare amount.  This same procedure also applies to travel by train or bus.

Hotel

• Hotel reservations will be made on the basis of the lowest inclusive cost to the library system.
• Rooming with other same-sex MLS employees is highly encouraged.  
  Note:  Supervisors may not room with staff members they supervise.  
• Only room charges and applicable taxes are covered expenses; other charges such as telephone, room service, laundry service, fitness room, food bar, liquid refreshment bar, tips, etc. are not covered expenses.
• MLS will use corporate card to make hotel reservations and for any guarantees associated with such reservations.  The traveler will be responsible for paying final hotel charges at checkout and submitting for reimbursement upon return.

Meals/Incidentals

• Employees are reimbursed at actual cost up to federal standard M&IE rates which vary from year to year and by location.  Current rates may be found at www.gsa.gov/mie.  M&IE rates for the first and last day of travel are reimbursed at 75% of the daily rate.
• Meal expenses are the traveler’s responsibility and are reimbursable upon return at the above stated rates.

Other Expenses

• Reimbursement for other expenses, such as ground transportation, rental cars, airport parking, toll fees, etc., are to be substantiated with receipts.
• If receipts are not available, a written description of the nature of the expense, date, and the amount along with the fact that no receipt was given or receipt was lost is acceptable. Documentation will require signatures by the immediate supervisor and HUM representative prior to submission to the Business Office for reimbursement.

Leave Guidelines

For all out-of-county travel, staff must request Professional Leave and receive supervisor approval via Paycom before registration/travel can be arranged.  If staff are using Annual Vacation Leave (AVL) in conjunction with travel, this leave must also be approved prior to any arrangements being made.