BEA Documents & Forms – Bexley Education Association

BEA Professional Development Forms (updated process for 2024/2025)

1. You must receive pre-approval. Please fill out this Pre-approval Google Form

Be sure to read the General Rules on the last section of the Google Form (they are also listed below)

2. Once you are approved and attend your conference/workshop, please submit pictures of receipts using this Reimbursement Google Form

General Rules referenced above: (BEA PD Reimbursement cannot be used for graduate course credit. There is a separate fee authorization process through BCS for this.)

1. You need to be pre-approved before attending the conference/workshop, to qualify for BEA PD Fund Reimbursement. To be pre-approved, please fill out this form several weeks before your conference date, and you will receive an email confirming that you have been pre-approved.

2. Once you receive BEA pre-approval, promptly submit a paper Professional Conference or Visitation Leave Form to your supervisor. This form must be submitted and approved BEFORE your conference/workshop. Forms should be located in your school’s main office. Check the BEA Part A box for payment. Under “I Intend to Apply for Reimbursement – Estimated Expenses,” you will need to copy the amounts that you submitted with this electronic form. This form has a line asking for the last four digits of your Social Security number. The district no longer requires this information for approval.

3. After pre-approval from both BEA and your supervisor/central office, please promptly create an absence request within AESOP.

4. Attend your conference and SAVE ALL ITEMIZED RECEIPTS (flight, hotel, Uber, food, parking, conference registration, etc.).

5. After attending, please fill out BEA PD Fund Receipt Submission Google Form and attach pictures of your itemized receipts. It is your responsibility to keep all receipts needed for reimbursement.

6. Reimbursement checks will be mailed out every two months. Members must submit receipts by the 20th of the previous month to meet each deadline. Checks will be mailed on the following months: February, April, June, August, October, and December.

Payout is as follows:

0-$750 reimbursed 100%

$751 – $1250 reimbursed 75%

**$1251 – $1750 reimbursed up to 50%

**$1751 – $2250 reimbursed up to 25%

BEA members may submit multiple requests for reimbursement in a single fiscal year, but reimbursement amounts are cumulative according to the amounts above. October 1st to September 30th is our fiscal year. For example, a teacher is approved for PD taking place in October of 2024 for $500. The same teacher is approved for PD in September of 2025 for $500. Both of these requests fall within the same fiscal year and are cumulative. The date when the PD starts is the basis for cumulative purposes.

**If there are additional funds remaining after all BEA members have been paid for the 2024-2025 school year, the remaining funds will be divided up evenly for requests over $1250 (up to the above payouts) and will be sent October.

Don’t forget to share photos from your event with BEA’s social media contact, Meredith Stone meredith.stone@bexley.us. It’s good PR and highlights our members’ commitment to students.