2025 Training & Development Catalog 2

Additional Information

Additional Information When completing a Request to Attend a Conference, Training or Symposium form, employees are required to provide justification for attending the conference and for uploading/attaching supporting documentation relat- ed to the registration cost and estimated expenses. 1. Justification for Attending the Conference The justification is written with the aim of explaining the reasons why a request should be granted. Clearly state what the request is for and your intentions for requesting to attend the conference, training, or symposium. Ex- plain the benefits to the parties involved, including any relevant data that supports your need to attend. There is no length requirement for justification. However, it is recommended that this should be, at least, a paragraph (3-5 sentences) that clearly state the need to attend the event. 2. Registration Cost In the event the conference, training or symposium registration fee is over $1000, you will be prompted in NEOGOV to complete a Salary Reduction Agreement.* Please attach supporting documentation for registration. 3. Travel Estimated Expenses If an employee travels directly to the conference within the San Antonio city limits and surrounding metropoli- tan areas, using their vehicle, they cannot submit for mileage reimbursement. Please note the following when completing the online form:

If an employee travels directly to the EAA office and then to the conference within the San Antonio city limits and surrounding metropolitan areas, using their vehicle, they can submit for mileage reimbursement.

If an employee travels to another city (ex., Austin/Houston), using their vehicle, they must reflect/report round trip mileage to the location of the conference on the conference request.

If an employee travels by air or by other means to the conference, they must attach supporting documentation, as needed, for these expenses.

The employee may also choose to check out an EAA company vehicle for the duration of their conference/train- ing, or as needed, regardless of the locations of the conference attending.

4. Lodging, Meals & Other Estimated Expenses The estimated cost for lodging, meals and other expenses must be within a reasonable amount for the location to which the conference/training is taking place. Please use good judgment for these estimated costs.

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* A Salary Reduction Agreement states that employees who terminate employment within six (6) months from attending a conference where the cost of the registration is $1000 or greater will be required to pay back this amount. The cost of the repayment is prorated for each month that remains of the six months.

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