How to Complete the FP&M Professional Development and Travel Request Form

📌 Overview

The FP&M Professional Development and Travel Request Form is used to request approval for professional development and related expenses, including conferences, courses, memberships, subscriptions, licenses, certifications, credentials, exams, meetings, university business, and related travel.

FP&M uses this form to collect the information needed for department review, funding confirmation, approval routing, payment, registration, and travel coordination.

Requests should be submitted at least two weeks before the event date to allow time for review, approval, payment, and processing.

Free classes or meetings without travel do not require this form, but employees should still coordinate time away with their supervisor.

📝 When to Use This Form

Use this form when you are requesting approval for:

• A conference
• A course or class
• A professional membership
• A subscription
• A license, certification, credential, or exam
• A meeting or university business activity that requires travel or per diem reimbursement
• Travel related to professional development, training, meetings, or university business

Do not use this form for free classes or meetings that do not involve travel. In those cases, coordinate time away directly with your supervisor.

🔍 Before You Begin

Before completing the form, discuss the request with your supervisor.

Gather the following information before submitting:

• Participant name and contact information
• Department and sub-department, if applicable
• Event, course, membership, subscription, license, certification, credential, exam, or meeting name
• Organization, vendor, provider, association, or subscription service
• Website or registration link
• Account, login, renewal, or membership details, if needed
• Start and end dates, if applicable
• Location, if in person or travel is required
• Funding string, fund allocation, Workday function, and project code, if applicable
• Estimated total cost
• Supporting documentation, such as agenda, event description, invoice, quote, registration page, or travel estimates
• Travel information, if travel is required

If you are unsure about funding information, contact your supervisor or department administrator before submitting the form.

For questions, contact Alex Zewde at 608-265-1366 or FP&M Training at training@fpm.wisc.edu.

🧾 Form Sections & Tips for Completion

Use the guidance below to complete each section of the FP&M Professional Development and Travel Request Form.

Request Type: Individual or Group Request

This section identifies whether the request is for one person or multiple participants.

Is this an individual or group request?

Select Individual if the request is for one participant.

Select Group if the request is for multiple participants.

For group requests, attach the FP&M Group Request Form with all participants listed. If travel is required, each participant must sign the group form acknowledging travel requirements.

Number of people attending

Enter the total number of participants included in the request.

For individual requests, enter 1.

For group requests, enter the total number of people attending.

Name of person completing this request

Enter the name of the person submitting the form.

This may be the participant, a supervisor, a designee, or another person submitting the request on behalf of an employee or group.

Email of person completing this request

Enter the email address of the person submitting the form.

This email may be used for follow-up questions or clarification.

Participant Information

This section identifies the employee or primary participant connected to the request.

For group requests, enter the primary participant or contact person and attach the group request form with all participants listed.

Participant First Name

Enter the participant’s first name.

Participant Last Name

Enter the participant’s last name.

Participant Email

Enter the participant’s UW–Madison email address.

Participant Phone Number

Enter the participant’s phone number.

Participant Job Title

Enter the participant’s current job title.

Department

Select the participant’s FP&M department.

The department selection may determine additional sub-department questions and approval routing.

Available department options include:

• Campus Planning & Design
• Capital Project Delivery
• Real Estate Development & Administration
• Environment, Health and Safety
• Physical Plant
• Transportation Services
• Office of Sustainability
• Office of Associate Vice Chancellor

Sub-Department

After selecting a department, choose the appropriate sub-department if prompted.

Select the option that most closely matches the participant’s work unit.

If none of the listed options apply, select Other when available.

Is the participant an AVC or above?

Select Yes if the participant is an Associate Vice Chancellor or above.

Select No if the participant is not an Associate Vice Chancellor or above.

This information may affect review or approval routing.

Provider Information

This section collects the main details about the event, item, provider, or organization.

Event or Item Name

Enter the name of the request.

This may be the course title, conference name, membership organization, subscription name, license, certification, credential, exam, meeting, or university business name.

Examples:

• 2026 APPA Annual Conference
• Certified Ice-Cream Quality Assurance Tester Exam
• International Facility Management Association Membership

Organization / Vendor / Provider

Enter the name of the organization, vendor, course provider, membership association, subscription service, certifying body, or exam provider.

Use the full name whenever possible and avoid abbreviations.

Website or Registration Link

Enter the website, registration page, renewal link, vendor page, or other relevant link.

This helps FP&M Training or administrative staff locate the event, item, or service for processing.

Account, Login, or Renewal Details

Enter account, membership, subscription, or renewal details if they are needed to process the request.

Examples include:

• Membership number
• Subscription number
• Account name
• Renewal reference number
• Username or login instructions

Do not include a password unless specifically directed by FP&M Training.

Justification

Explain how the request supports the participant’s development, department goals, operational needs, safety needs, or FP&M Criteria for Success.

A strong justification should explain:

• What the employee will learn or gain
• How the request supports department or operational goals
• How the learning or resource will be used in daily work
• How the employee may share or apply the learning

Sample language:

“This [conference, course, subscription, membership, license, exam, or meeting] will help me build skills and/or make connections in the area of [topic or Criteria for Success area]. This supports [my development, department goals, a specific program, operational needs, or safety needs]. I will apply or share my learning by [reviewing with my supervisor or team, using it in daily work, improving a process, supporting compliance, or strengthening service delivery].”

Format / Delivery Method

Select the option that best describes how the event, course, meeting, exam, or activity will be delivered.

Options may include:

• Virtual
• In person
• Hybrid
• Not applicable

Choose Not applicable for memberships, subscriptions, or other requests that do not have a delivery format.

Location

Enter the location if the request is in person, hybrid, or requires travel.

Include address, city, and state if known.

For virtual requests, enter Virtual or leave blank if the field is not required.

Start Date

Enter the start date if applicable.

For memberships or subscriptions, use the effective start date if known.

End Date

Enter the end date if applicable.

For memberships or subscriptions, use the expiration date if known.

Additional Information for Processing

Use this field to provide any additional information that may help FP&M Training, department approvers, or administrative staff process the request.

Examples include:

• Special registration instructions
• Deadline for early-bird pricing
• Renewal notes
• Department-specific information
• Vendor instructions
• Payment timing concerns
• Notes about multiple participants
• Explanation of unusual costs or circumstances

Request Details

This section identifies the type of request and determines whether additional questions will appear.

Request Type

Select the option that best describes the request.

Options may include:

• Conference
• Course
• Membership
• Subscription
• License, Certification, Credential, or Exam
• Meeting or University Business

Select Course if the activity is a class or certification-style course that provides a completion certificate but does not result in a regulated designation.

Select License, Certification, Credential, or Exam only if the outcome is a designation regulated by a government or certifying agency and may require renewal.

Is travel required?

Select Yes if the request includes travel, lodging, transportation, mileage, meals, per diem, or other travel-related costs.

Select No if the request does not involve travel.

If you select Yes, the Travel section will appear.

Travel

Complete this section only if travel is required.

Travel must be coordinated through an FP&M Travel Coordinator after all approvals are received and after the participant receives confirmation from FP&M Training.

Do not book travel until approval is complete and confirmation has been received.

Travel & Reimbursement Acknowledgement

Review the Travel & Reimbursement information and acknowledge that travel will be coordinated through an FP&M Travel Coordinator.

FP&M Travel Coordinators include:

Molly Lenz molly.lenz@wisc.edu: Facilities Planning & Delivery, Sustainability, Office of the Associate Vice Chancellor

Nicole Frick nicole.frick@wisc.edu: Physical Plant

Pat Fargen pat.fargen@wisc.edu: Environmental Health & Safety

Anne Bogan anne.bogan@wisc.edu: Transportation Services 

Preferred Departure Date

Enter the preferred departure date.

University travel requirements may limit how far in advance of an event travel is allowed.

Work with your travel coordinator to ensure travel dates comply with university requirements.

Preferred Return Date

Enter the preferred return date.

If travel dates are the same as the event dates, enter the same dates.

Type of Transportation

Select the expected type of transportation.

Options may include:

• Air
• Rental Car
• Personal Car
• Fleet
• Other

Select the option that best reflects the expected travel plan.

UW Driver Authorization

If driving is part of the travel plan, confirm that the driver authorization process will be completed before travel.

Employees must complete required driver authorization before travel if they plan to use a personal vehicle, fleet vehicle, or rental car for university business. 

Failure to complete required driver authorization may affect reimbursement eligibility for driving-related expenses. To complete the Driver Authorization please follow this LINK 

Membership or Subscription

This section appears when the request type is Membership or Subscription.

Is this request for a membership or subscription?

Select Membership for professional associations, societies, organizations, or similar memberships.

Select Subscription for software, services, publications, databases, magazines, or recurring access costs.

Membership Policy Acknowledgement

Review and acknowledge the policy statement related to university payment for memberships--use this link to review the full policy.

University-funded memberships must support university business, department operations, or job-related needs.

Memberships that primarily benefit an individual may require additional review before payment or reimbursement.

Is this a new or renewal membership or subscription?

Select New if the membership or subscription has not been previously established.

Select Renewal if this is a continuation of an existing membership or subscription.

If renewal, enter subscription or membership number and login information

For renewals, enter the membership number, subscription number, account name, renewal details, or other information needed to process the request.

Include login information only if needed.

Do not enter a password unless specifically directed by FP&M Training.

If renewal, add due date

Enter the renewal deadline or expiration date.

This helps FP&M Training and department staff process the renewal before the deadline.

License, Certification, Credential, or Exam

This section appears when the request type is License, Certification, Credential, or Exam.

Policy Acknowledgement

Review and acknowledge the policy statement related to licenses, certifications, credentials, and exams.  UW-Madison Non-Payable/Non-Reimbursable Expenses Policy and updated Revision to Payment of Licenses dated 2/14/2017 establishes strict parameters for payment of certifications, licenses or credentials. Below is a summary of the policy – use the links to read the full policy. 

UW–Madison policy places strict limits on university payment for professional licenses, certifications, credentials, and exams.

In general, employees are responsible for maintaining professional credentials required for their position. University payment is prohibited unless allowed by a collective bargaining agreement or approved as a rare exception when the credential is needed for university business.

Requests in this category may require additional policy review and leadership approval before payment or reimbursement.

Funding

This section collects funding and cost information needed for review, approval, payment, and processing.

If you are unsure how to complete this section, contact your supervisor or department administrator before submitting the form.

Funding for Request

Select the option that describes how the request will be funded.

Options may include:

• My Department
• Conference/Course/Meeting Organizer
• Other

Select My Department if FP&M department funding will be used.

Select Conference/Course/Meeting Organizer if another organization will pay some or all costs.

Select Other if another funding source applies or if the funding source needs explanation.

Funding String

Enter the Workday Program Worktag for your department.

This is the 11-character code that starts with PG.

Example: PG0000XXXX

If you are unsure of the correct funding string, refer to the FP&M Funding Job Aid or ask your supervisor or department administrator before submitting the form.

Fund Allocation

Enter the appropriate fund code for the request.

This code categorizes the state appropriation for the transaction.

Example format: FD0XXX

If you are unsure, ask your supervisor or department administrator.

Workday Function

Select the appropriate Workday function.

Options may include:

• FN0700
• FN0800

Confirm with your supervisor or department administrator if you are unsure which function applies.

Project Code

Enter the project code if the request should be funded by project funds.

Project codes are typically 7-character alphanumeric codes.

Enter NA if the request is not funded by a project.

Select the estimated total cost range for this request

Select the range that best reflects the estimated total cost for the request.

Be sure to consider the total costs of registration, travel, lodging, meals, transportation, and any other related costs.

If completing the form for a group, select the estimated total cost for all participants.

Note: If the final cost changes by more than $100 per person, a new form may be required.

Estimated Total Cost

Enter the estimated total cost as a number.

Include all known or expected costs related to the request.

Examples may include:

• Registration
• Membership or subscription fee
• License, certification, credential, or exam fee
• Travel
• Lodging
• Meals
• Transportation
• Mileage
• Materials
• Books
• Other related expenses

Attachments and Acknowledgment

This final section collects supporting documentation, Criteria for Success alignment, and employee acknowledgment.

Criteria for Success

Select the FP&M Criteria for Success element that best aligns with the request.

Options may include:

• Learn & Grow
• Engage & Serve
• Work & Communicate Effectively
• Continuously Improve
• Be Safe & Be Well
• Be Sustainable
• Act as a Leader
• Guide the Work

Choose the option that best describes how the request supports the employee’s development, department goals, operational needs, or service to FP&M.

Required Attachments

Upload all supporting documentation needed to review and process the request.

Multiple attachments may be uploaded.

Examples of helpful attachments include:

• Event agenda or description
• Registration page
• Course description
• Conference agenda
• Invoice or quote
• Membership or subscription renewal notice
• License, certification, credential, or exam documentation
• Travel estimates
• Airfare estimate
• Lodging estimate
• Rental car estimate
• Mileage estimate
• Meal estimate
• Supporting correspondence
• Group Request Form, if submitting for a group

If travel is required, include travel-related estimates and coordinate with an FP&M Travel Coordinator after approval.

If registering for a group, attach the FP&M Group Request Form with all participants listed. If travel is required, each individual must sign the group form acknowledging travel requirements.

Employee Signature

Type your name to acknowledge that you are aware of and will follow all applicable UW policies and procedures related to training, memberships, certifications, exams, and/or travel.

This typed signature serves as the employee acknowledgment for the request.

💡 Helpful Hints

• Discuss the request with your supervisor before submitting.
• Submit the form at least two weeks before the event date.
• Be specific and complete in your justification.
• Use full organization, vendor, provider, association, or subscription names whenever possible.
• Include website or registration links to help staff process the request.
• Confirm funding information before submitting.
• Upload supporting documentation with the form.
• Do not book travel until all approvals are complete and confirmation has been received from FP&M Training.
• Do not use a P-card or direct payment unless specifically authorized through the appropriate process.
• You may be contacted for follow-up or clarification before the request can move forward.

What Happens After Submission

After the form is submitted, it will be reviewed and routed for approval based on request type, department, estimated cost, travel requirements, funding, and policy requirements.

Allow time for all approvals to be completed.

After approval, FP&M Training or the appropriate administrative staff will process payment, registration, or next steps.

You will receive a confirmation email from FP&M Training after registration or processing is complete.

If travel is required, wait until you receive confirmation before booking travel.

📫Where is the Form

Access the form using the link below:

FP&M Professional Development and Travel Request Form – Fill out form

Once submitted, your request will be reviewed and routed to the appropriate approvers. You may be contacted with next steps, approval status, processing updates, or additional questions.