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The Minnesota State University Association of Administrative Service Faculty (MSUAASF) Labor Union Agreement provides funding to its members for professional development. Use the following tools to learn more about the funding:
- MSUAASF Professional Development Funds (PDF) Guidelines
- MSUAASF Professional Improvement Funds (PIF) Guidelines
- Contact MSUAASF Treasurer for your individual balance of funds
Once you have determined that your activity and spending are within the PDF/PIF guidelines, there are 5 gates to move through to access your funding and 1 gate after your activity to ensure future funds are available to you.
Each gate has several steps. The process includes contacts for questions depending on the gate and step in the process.
Allow 6 weeks for your funding to be approved and to move through the process gates.
Key Tip on Tracking Progress: Download a Gate Checklist to track your progress.
Gate 1: Preparing the Paperwork
Questions for Gate 1:
- Contact the MSUAASF Treasurer with funding assistance
- Contact Katie Nelson for technical assistance with BP Logix
Step 1. Contact the MSUAASF Treasurer for your current balance.
Key Tip on funding options
If your PDF funds do not have enough funding for your activity:
- You may apply for PIF funding to supplement the cost.
- You may combine it with designated approved funding from another university program code (usually requires your supervisor’s permission)
Progress Check
If you have enough funding, continue to Step 2.
Step 2. Access the MSUAASF PDF/PIF Request form from the BP Logix Website:
How to Use BP Logix Video
Key Tip on using the form
The form will require the following information; gather it before you start the form:
- Total cost of the activity (include any travel expenses such as airport shuttle, baggage fees, food allotment not covered by the activity, etc)
- Documents that describe the activity: Please note that links to information do not meet the requirements for passing audits. For assistance on converting Internet information into document, review this guide.
- Assurance of connection to role
- Benefit to the university
Progress Check
Once you have the Request Form open and information gathered, continue to Step 3.
Step 3. Determine if you are using PDF funds, PIF funds, or both
Key Tip on MSUAASF Funding Options
- MSUAASF Professional Development Funds (PDF) Guidelines
- MSUAASF Professional Improvement Funds (PIF) Guidelines
Progress Check
Once you know if you are using PDF or PIF or both, continue to Step 4.
Step 4. Complete the PDF section, PIF section, or both sections based on your funding needs and type of activity
Key Tip for cost calculation
Use this link to see your food allotments.
Progress Check
Once you have completed the required spaces in the form, continue to Step 5.
Step 5. Attach supporting documents such as brochures or agendas.
Key Tips on form completion
Convert any information from website links to documents to upload in the form.
Progress Check
Once you have uploaded all your documents for required request information, continue to Step 6.
Step 6. Submit your form using the submit button on the BP Logix form to route your form for all the approving signatures.
Key Tip for approval
Even if you have funding available, supervisors need to approve the time spent away from your regular duties. Since your supervisor needs to approve your request, communicate before submitting the form so that when the form arrives in their BP Logix approval dashboard, they are already aware of the details.
Progress Check
After you hit SUBMIT, you have completed the first Gate.
Gate 2: Obtaining Supervisor Approval
Questions for Gate 2:
- Contact Supervisor and/or Union President for event denial
- Contact Katie Nelson for technical assistance with BP Logix
Step 1. Supervisors receive your PDF/PIF form through BP Logix and clicks the approval button.
Key Tips for tracking
- If your request has been with one approver for too long, contact them through their preferred communication channel with a gentle reminder to visit BP Logix and move the form along.
Key Tips for approval declines
If your supervisor does not approve…
- have a conversation with your supervisor to clarify issues and restart at Gate 1
- and if conversation with supervisor reveals unjust denial, contact your union president
Progress Check
Once your supervisor approves, your form will automatically route to the next approval, and you are moved to Gate 3.
Gate 3: Verifying PIF Requests and Reserving Funds
Questions for Gate 3
- Contact MSUAASF Treasurer for progress on request review
- Contact Katie Nelson for technical assistance with BP Logix
- Contact PD Committee or Union President with justification questions
Step 1. MSUAASF Treasurer will review PIF request to ensure PIF guidelines are met
Progress Check
Your next step is determined by what you hear form the MSUAASF Treasurer:
- If MSUAASF treasurer verifies the PIF request meets guidelines and precedents, this gate is complete, and your request moves to Step 5.
- If MSUAASF treasurer cannot verify request, your request is sent to the MSUAASF Professional Development (PD) Committee for review. Move to Step 2.
Step 2. PD Committee reviews and discusses the request. As a group, a determination is made to fund or not fund based on PIF guidelines (link at start of this document) and precedence of previous PIF requests.
Progress Check
The PD Committee moves you Step 3.
Step 3. PD Committee informs MSUAASF Treasurer of approval or not along with the justification.
Progress Check
The PD Committee moves you to Step 4.
Step 4. MSUAASF Treasurer reviews PDF and PIF requests and compares amounts requested with the amounts in your fund and the collective funds to ensure funds are still available.
Progress Check
The MSUAASF Treasurer moves you to Step 5.
Step 5. MSUAASF Treasurer completes the BP Logix form for approval OR the request is not approved, and form is returned to the requester with the justification.
Key Tips for non-approval
- If not approved, review the justification, determine if request can be altered to align with PIF guidelines and start again at Gate 1.
- If not approved and request cannot be altered to meet guidelines, consider requesting funding from your supervisor, a grant, or another funding source- especially if the professional development connects to your university work. Follow your department protocols for using non PDF/PIF funds.
Progress Check
Once funding is reserved, you are automatically moved to Step 6.
Step 6. If funds are available, the treasurer will notify you to begin the university travel process for your requests. Finance will be notified as well.
Key Tip for Expensive Items
Your fund balance will grow each year. Consider “saving up” and attending the event every other year.
Progress Check
Once the treasurer notifies you, move to Gate 4.
Gate 4: Completing Travel Documents (and, perhaps) Approvals
Questions for Gate 4:
- Contact your supervisor for additional program codes
- Contact Katie Nelson for assistance with Travel Forms and Pcards
- Contact your department administrator for the department person you should contact with for assistance with department process
Step 1. At this point in the process, you are following the same travel process that you would for attending any other event or professional development -whether paid for by MSUAASF or not.
Key Tips for Travel Protocols
- Travel processes are determined by Financial Management. How those processes are completed are determined by your department. If you are not sure of your department’s processes, ask someone in your department who to contact or you may receive advice that does not work for your situation.
- You may find the Navigating University Travel Protocols Decision Tree helpful for clarifying forms needed and where to find them.
Key Tip on Program Codes (previously known as cost centers)
Pay attention to the program codes you are using to complete the forms.
- See below for MSUAASF program codes
- PDF – PG0006159 METS MSUAASF PROFESSIONAL DEVELOPMENT 214201
- PIF – PG0006160 METS MSUAASF PROFESSIONAL IMPROVEMENT FUND 214202
- You may also be using a program code from a non-MSUAASF fund; contact your supervisor for these program codes
Key Tip on Travel Forms
Be sure to save and submit receipts according to university travel protocols. These may arrive as reservation confirmation emails.
Progress Check
Once these forms are complete, you are ready to do your event – move to Gate 5.
Gate 5: Executing the Activity
Questions for Gate 5:
- Contact your department administrator for your questions on your travel form and pcard process
- Contact Katie Nelson for assistance with Travel Forms and Pcards in Workday
Step 1. Complete your event/activity.
Key Tip on Activity
Be sure to save and submit receipts according to university travel protocols.
Progress Check
Once you have completed your activity, you move to Gate 6.
Gate 6: Completing Post Activity Wrap Up
Questions for Gate 6:
- Contact MSUAASF Treasurer for sharing activity process questions
- Contact Katie Nelson for technical assistance with BP Logix
- Contact PD committee Chair for assistance with preparing sharing activity
- Contact your department administrator for your travel form and pcard process
- Contact Katie Nelson for assistance with Travel Forms and Pcards in Workday
Step 1. Be sure to follow university travel processes for expense reimbursement and credit card reconciliation.
Key Tip for Wrap Up
You can complete Step 1 and Step 2 at the same time. They are concurrent - not sequential.
Progress Check
Once all your spending is reconciled on your Pcard and your reimbursement forms are submitted, you have completed this step.
Step 2. Find the MSUAASF PIF Post Activity form on BP Logix[SBA8] .
Progress Check
Once you locate the form, you are ready for Step 3.
Step 3. Complete the Post Activity form. This is required for PIF and recommended for PDF.
Key Tips on Post Activity Form
- The form will automatically route to your supervisor who will verify activity completion.
- You can track form progress on your BP Logix dashboard. Provide a gentle reminder to your supervisor if form is stalled.
- The form will route to the MSUAASF treasurer who will note your sharing plan and assist with scheduling sharing time if needed.
- The form provides a list of options to get you started on a sharing plan, but the union is open to other suggestions.
Progress Check
Once your sharing activity is scheduled with the Treasurer, you are ready for Step 4.
Step 4. Complete the sharing activity.
Key Tips for Sharing
- Analyze what you learned to determine what Metro State and MSUAASF audiences would benefit from the knowledge/skills you gained.
- Contact the Institute for Professional Development for assistance with sharing ideas or presentation/written report organization/outline: institute@metrostate.edu
Progress Check
Once you have completed your sharing activity and notified the MSUAASF Treasurer, you move to Step 5.
Step 5. MSUAASF Treasurer will mark your activity as complete on your PIF Post Activity Form
Key Tips for Completion
- If you do not share or you do not notify the Treasurer that you completed sharing, you will not be eligible for futures PIF funds
- Track the progress of your Post Activity Form on your BP Logix dashboard
Progress Check
You are done!