Penn State University Libraries - Guideline UL-TRG07 Libraries-Supported Staff Travel Funds

TRAVEL

Guideline UL-TRG07 LIBRARIES-SUPPORTED STAFF TRAVEL FUNDS

Contents:

• Purpose
• Guidelines
• Cross References

PURPOSE:

University Libraries' staff who are not allocated professional travel money and technical services employees who are full-time, permanent employees and past their provisional employment period, are eligible to apply for the privilege of receiving funding to attend conferences related to their job assignments.  There are a limited number of travel grants available.

GUIDELINES:

1. There will be a call for travel requests once a year during the budget request period.
   
   
2. Staff making the request must have discussed their request with their supervisor.  The supervisor should write a letter of support to the applicable Associate or Assistant Dean outlining the benefits to the individual, department and/or Libraries, how the intended travel relates to the employee's SRDP developmental goals and to the department's strategic initiatives, and include a signoff by the department head.  Supervisors should ensure that any issues relating to travel by non-exempt staff have been addressed with the Libraries' Human Resources Office.
   
   
3. Criteria:
   
   In making the decision to approve or not approve travel requests, extra weight will be given to requests from individuals who have:
   
   
   • Membership in the organization sponsoring the conference
   • Formal responsibility within an organization (committee member,chair, etc.)
   • Been invited to speak on Libraries' projects or initiatives or whose requests support the Libraries' strategic initiatives
   • Not benefited from travel funds recently
     
     
   Special consideration will be given to:
   
   
   • Requests from groups going to local/area conferences
     
     
4. The final allocations will be made by the applicable Associate or Assistant Dean based on the criteria outlined above.  All exceptions to the above will be at the discretion of the Associate or Assistant Dean.
   
   
5. Attendees should report back to their team or department after attending a conference.
   
   
6. Travel funding for individuals will be capped at $750 per year.
   
   
7. Conference travel by staff will be documented as a form of professional development in their SRDP's and in Human Resource's database of professional development activities.

CROSS REFERENCES:

Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel
UL-TR02 – Commonwealth Campus Libraries Travel

Guideline UL-TRG01 – Requests for Travel
Guideline UL-TRG02 – Making Travel Arrangements
Guideline UL TRG03 – Cash Advances
Guideline UL-TRG04 – Reimbursable Costs
Guideline UL-TRG05 – Employee Travel Reimbursement Form
Guideline UL-TRG06 – Responsibilities of Libraries Travel Coordinator

Form:  Travel Request Form
Form:  Employee Travel Reimbursement Form (staff only)

Effective Date: December 2002
Date Approved: November 26, 2002 (University Park Department Heads)

Revision History (and effective dates):

• August 2007 - Revised; Editorial
• November 26, 2002 - New guideline

Last Review Date:  November 2009