Skip to content
Penn State University Libraries

Policies and Guidelines

TRAVEL

Policy UL-TR01 TYPES OF LIBRARIES TRAVEL

Contents:

  • Purpose
  • Professional Travel 
  • Administrative Travel
  • Development Travel 
  • Grant and Endowment Funded Travel 
  • Training/Professional Development 
  • Cross References

PURPOSE:

To describe the five types of travel for which there is reimbursement.

PROFESSIONAL TRAVEL:

Professional travel includes travel to organizational conferences such as ALA and SLA. It is requested by the employee and used for professional enrichment and service to professional organizations.

The Libraries reimburse travel expenses per University policy. There is a reimbursement cap of $1,750 per year for tenured faculty, fixed-term multi-year, fixed term I faculty, administrators, and for staff in Salary Bands J and above. Exceptions to this are made on a case by case basis.

Untenured faculty receive $2,250 per year. If some expenses are being reimbursed by another University department, the Libraries will only reimburse the remainder that would have been reimbursed under the Libraries' travel guidelines.

Travel funds are not transferable to other employees nor across fiscal years. Unspent funds will be returned to the central budget.

Berks will continue to cover professional travel for their faculty and staff, as appropriate, from their operating budget according to the discretion of the Head Librarian with the approval of the Associate Dean. Faculty and staff at Berks will be excluded from allocations made from the University Libraries’ travel funds for professional travel. Berks will continue to have the option of joining the Libraries’ professional travel funding program.

ADMINISTRATIVE TRAVEL:

Administrative travel is travel that is required because of administrative duties or institutional memberships, such as CIC memberships, or at the request of the Dean or Associate Deans.

Administrative travel typically does not include attendance at professional organizations in which an individual has a personal membership.
Reimbursement is at the discretion of the Dean and/or Associate Deans and the amount is based on University policy. There may be situations where only partial reimbursements will be made.

Anyone assigned to travel to a conference or program on administrative travel will be expected to write or deliver a report which will be shared with the rest of the Libraries.

DEVELOPMENT TRAVEL:

If a staff member or librarian travels to meet/cultivate a potential donor, the travel will be funded by Libraries Development.

At no time should a Libraries staff member or librarian meet with a donor or potential donor without the involvement of Development. Any travel that will be charged to the Libraries Development budget must be approved in advance by the fund's budget administrator.

If a librarian or staff member is asked by Development to travel for the purpose of assessing a collection donation, the travel will be funded by Libraries' Development. The appropriate Associate Dean should be apprised in advance of any potential collection solicitations. Collections-related travel that is not related to Development will be supported from administrative travel funds or the collections budget, which must have prior approval by the appropriate Associate Dean.

GRANT AND ENDOWMENT FUNDED TRAVEL:

All reimbursement is set by the terms of the grant, granting agency, or endowment, and University policy.

TRAINING/PROFESSIONAL DEVELOPMENT:

Training and/or Professional Development is requested by the department and is for the benefit of the entire department. Professional Development is approved at the discretion of the supervisor and/or budget administrator.

Reimbursement of expenses is based on University policy.

CROSS REFERENCES:

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

Guideline UL-TRG01 – Requests for Travel
Guideline UL-TRG02 – Making Travel Arrangements
Guideline UL-TRG04 – Reimbursable Costs
Guideline UL-TRG05 – Employee Travel Reimbursement Form
Guideline UL-TRG06 – Responsibilities of Libraries Travel Coordinator
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

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

Request resource in an alternative format


Effective Date: December 2003
Date Approved: December 2003 (Dean)

Most recent changes:

  • Deletion of list of staff positions eligible for professional travel funds, replaced with types of positions
  • Addition to list of staff positions eligible for professional travel funds

Revision History (and effective dates):

  • November 2015 – Revised yearly travel allotment for faculty and staff who are eligible for professional travel funds
  • June 2014 – Revised; Removed UL-TR02 Commonwealth Campus Libraries Travel and combined it with UL-TR02, Removed Guideline UL-TRG03 and combined with UL-TRG01
  • November 2009 - Revised
  • July 2008 - Revised reimbursement amount for fixed-term multi-year faculty to be in line with tenured faculty
  • August 2007 - Revised; Addition to list of staff positions eligible for professional travel funds
  • December 2003 - Revised; Clarification regarding approval for collections-related travel not related to Development
  • December 2002 - Revised; Clarification regarding unspent professional travel allotments and reporting requirements for administrative travel
  • September 2002 - Revised; Professional travel funds increased
  • July 29, 1997 - New policy

Last Review Date: June 2014