Food Wi$e
Travel & Professional Development
Travel policies for EFNEP and FNP conform to the NDSU policy and federal program guidelines. Please refer to the NDSU travel policy for complete travel guidance. Travel expense vouchers can be found under the accounting section of the NDSU Downloadable Forms page.
Purpose of Trip
On travel expense vouchers, we need to justify travel to show it is necessary and that it is an allowable activity for EFNEP or SNAP-Ed. There are many correct ways to document travel and is usually done in one of three ways:
- In the purpose of trip section
- In the miscellaneous detail section
- On an attached page
Every date needs the points of travel, departure/return times, the agency/location visited and purpose. The purpose does not need to be lengthy, but descriptive enough for someone not familiar with our program to understand.
For example:
Out of State Travel Authorization
Out of state travel authorization forms are required and must be submitted to the supervisor prior to booking travel. This form is located under the accounting section on the NDSU Downloadable Forms site under "Travel Authorization - Out-of-State."
Professional Development
We have received approval to use travel dollars towards professional development for EFNEP/FNP educators. The approval is contingent upon justification of how attendance will benefit EFNEP/SNAP-Ed program goals and objectives. Any use of professional development dollars or EFNEP/FNP-paid time for a professional development activity needs written pre-approval from the state EFNEP/FNP office before making travel plans or registration.
To be considered, submit an e-mail message to the State Coordinator with the name, date, and location of the event along with justification on how attendance will benefit EFNEP/SNAP-Ed program goals and objectives.
Exceptions include:
- One-time webinars or conferences less than four hours that do not incur a direct cost to the program beyond EFNEP/FNP paid staff time do not require pre-approval. Be prepared to provide justification on how the activity benefits EFNEP/SNAP-Ed program goals and objectives if asked.
- Professional development activities promoted by the EFNEP/FNP state office via e-mail listserv do not require pre-approval unless otherwise noted.
- Fall Extension Conference, MPU Meetings, EFNEP/FNP Conference, and ND Nutrition Council’s annual conference.
At the conclusion of a professional development activity (four hours or more in length) conducted on EFNEP/FNP time, complete a professional development summary EFNEP/FNP Professional Development Summary and submit it with your travel voucher. This information will be shared with other staff annually.
Fall Extension Conference
Lodging and meal expenses incurred to attend Fall Extension Conference will be covered by EFNEP or FNP funding and will come out of the state office budget.
The Extension Leadership Team provides travel support to attend conference. State district director funding will pay for mileage when two or more people carpool. Please contact Val, Nancy, Donna, or Lorie for the correct state funding for the state paid conference mileage.
When driving alone, state district director funding will pay for half the mileage cost. The other half of the mileage cost will be paid by EFNEP or FNP; however, the mileage will come from the individual's EFNEP or FNP budget rather than the state office budget. We encourage car pooling with others from your county or neighboring counties to help control costs.
If using a state vehicle to carpool, please use 35100 / 7030 / 01000 / FARG003901 when making a reservation.
Miscellaneous
- Employees working in more than one county will have an official duty station (generally the nearest Extension office). If employees are not required to physically report to their official duty station prior to departing on sanctioned travel, mileage reimbursement will be computed from the employee’s official duty station or the employee’s residence, whichever is less. In addition, no mileage reimbursement can be claimed for travel between the employee’s residence and the employee’s official duty station.
- For the personal protection of staff, program participants will not be transported in personal automobiles of EFNEP/FNP personnel while on the job. Exceptions to this policy require the approval of the District Director and should include one-time only trips.
