Responsible Office – Department:
Effective Date of Policy:
Establish guidelines and procedures for faculty wishing to receive reimbursement for travel expenses
Faculty, the Travel Committee and the Faculty Research Committee
NOTE: Travel funding requests for professional conferences should be submitted to the faculty Travel Committee. Requests for Reassigned Time, Research Stipends, Sabbaticals, and Leaves of Absence should be submitted to the Faculty Development Committee. Travel funding requests for research purposes should be submitted to the Faculty Research Committee.
A. Faculty Travel Committee Appointment and Purpose
Taken from Faculty Handbook:
- The Faculty Travel Committee is appointed by the Faculty Senate at the beginning of the Fall Term of the Academic Year (see Faculty Handbook, Article V).
- The Committee consists of six members with equal divisional representation. Effort will be made to sustain some continuity.
- The Committee chooses its Chairperson, who organizes meetings and announces fall and spring due dates for applications. The Chair may also solicit budget information from Department Chairs or Divisional Deans to clarify other available funding for specific applications.
- The Committee will recommend awards to the Vice President for Academic Affairs in both fall and spring to support eligible faculty travel to professional conferences.
B. Application Process and Eligibility
1) The application form is available electronically at the Faculty Affairs website: Application Form: https://forms.gle/WmSYqXRzVzDNnVbp8 Faculty Affairs: https://sites.google.com/daemen.edu/facultyaffairs/home 2) All Travel Arrangements must be handled through the Office for Academic Affairs, which will coordinate with the Business Affairs guidelines for Travel and Entertainment: https://businessaffairs.daemen.edu/travel-entertainment/ 3) Applicants must submit the application form electronically to the Chairperson of the Committee by the due date (TBA by Chairperson early in semester) for consideration in that semester. 4) Designated Funding: Some departments’ accreditation or certifying bodies require designated funding for professional development; others do not. Tenured or Tenure-Track faculty from departments with designated conference travel funds must first exhaust those funds before seeking additional funding from this committee to present research at conferences. These applications will only be considered after Tenure-Track/Tenured faculty requests in C.1.a and C.1.b (below) have been fulfilled in spring semester. 5) Non-Designated Funding: All Tenured or Tenure-Track faculty without designated conference travel funds are eligible to apply for these resources. Applicants must indicate their department’s designated funding status on the application form, itemizing all requested funds, including any already covered through departments or external sources. 6) Non-TT/T Clinical Faculty or Instructors must use available designated departmental funds for conference expenses. Any request for additional resources must be submitted to the Department Chair, endorsed by the Divisional Dean and submitted to VPAA for consideration.
C. Funding Allocation Process and Priorities
1) Eligible Faculty performing the following roles will be considered for travel funding, in descending order of priority: a) Presenters of original work (e.g., paper, poster or invited talk) at a professional conference; b) Chairs/Organizers of panel presentations or Participants in roundtable discussions; c) Attendees at professional conferences related to the applicant’s field (only if funds are still available in spring after “a” and “b” categories are fully covered). 2) Because of limited resources, the Committee may be unable to fully recommend funding for travel to conferences. All eligible faculty without designated departmental funding for conference travel (see B.5) will be considered for up to two conferences per budget year. Those attending but not presenting (C.1.c above) and those eligible for designated travel funds (B.4) will only be considered if sufficient funds remain after both fall and spring applications have been filled for those in category C.1.a & b (above). 3) The Committee will spend no more than 50% of its annual budget in the fall semester. Spring requests will be awarded at the same percentage as the fall requests and any remaining funds will be distributed equally among both fall and spring requestors (including those with designated funds) to maximize coverage of their expenses.
D. Administrative Approval and Oversight
1) The Committee will forward its recommendations with any supporting materials to the Vice President for Academic Affairs within two weeks of the due date for applications. 2) If approved by the VPAA, a requisition with all original receipts must be submitted to the Business Office in order to complete reimbursement. Credit card expenses for accommodations are NOT acceptable; itemized hotel receipts are required. All receipts must be accompanied by a signed requisition form and submitted through the Committee Chair. a) If application is submitted before actual travel, expenses should be estimated with receipts and any deliverable (e.g., paper/poster, PowerPoint, etc.) submitted through the Committee Chair upon return from the conference. b) If application for funding follows actual travel, original receipts for all expenses must be submitted with the application, including any deliverable documentation. 3) Application form requires appropriate conference documentation, e.g., conference program, correspondence on original letterhead (see upload links on application form). If presenting a paper, include a copy of paper or an abstract. Other types of presentations or forms of conference participation should be described in detail. 4) All approved applications and documentation of deliverables will be maintained in a repository by the Office of the VPAA on an annual basis. The Committee may review the repository for previous awards when making recommendations.
E. Revisions to Travel Guidelines
If the Travel Committee would like to propose changes to these guidelines, the Chair
should discuss these changes with the Faculty Senate for its approval.