Travel Budget Funding Guidelines – 5/4/2006

General travel guidelines:

At the beginning of each fall semester, the Library Director will request that each staff member fill out the “Travel Planning Document”.  Those not planning to travel should so indicate; and those planning official, conference, or other travel should estimate travel costs to the extent possible.  This document is not a request for approval of travel funds. 

Application for travel funds must be made to the Library Director in advance using the “Travel Pre-Approval Form”.  For planning purposes, travel requests should be made as early as possible, especially for conference presentation funds (with acknowledgement there can be last minute opportunities).  Requests must be received by March 1 for priority consideration.  Approved travel may be done after that date but should be requested by March 1 if at all possible.  After March 1, unasked-for funds in one category may be used in other categories at the discretion of the Library Director. 

The following priorities and guidelines serve to equitably assign funds with the understanding the Library Director may assign funding outside these guidelines for special travel requests or needs. 

Official travel, required by a person’s position, will be given top priority.  Funding candidate travel for interviews is also a required expenditure.  In years when official or candidate travel proves higher than budgeted, the Director will allocate less to the other categories as necessary, informing the staff of major changes.    A $2000 portion of fine money will be used for travel (if this amount continues to represent funds not needed to buy replacement library materials).   Dollar amounts will be evaluated annually based on changing needs and available funds.  Travel guidelines will be evaluated after one year and then as necessary to ensure they are functional. 

Professional development travel is encouraged for all library faculty, academic and classified staff.  Because an increasing number of library employees request travel funds (especially untenured library faculty whose tenure process requires scholarship), there are not sufficient funds to cover all requests.  The categories, budgeted amounts, and explanations on page two provide guidelines.  Numbers 3-7 are not a prioritized list. 

To stretch funds, not all meals will be funded. Official travel meals or conference meals whose price is embedded in the registration fee will be funded.  Also, those attending candidate interview meals will be funded at the discretion of the director.  Travelers are encouraged to seek less-expensive hotel options.  UW System requires use of the state-approved list at http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp for in-state lodging.   Conference attendance will be funded at the organization’s membership rate.  When appropriate, travel funding may be requested as a partial match for UPDC grant funding to increase the likelihood of receiving the grant. UPDC currently does not fund conference attendance or presentation.  

Faculty and staff using travel funds are responsible for finding coverage to meet local library obligations, such as reference desk shifts.  Coordination will be necessary when several staff members wish to attend the same conference.  Classified and academic staff will need supervisor approval.

Categories:

2006-2007 Funding level -- $13,000 total

Numbers 1-2 are required expenditures, numbers 3-7 are not a prioritized list. 

$3000   1) Official travel (top priority):  The individual (faculty, classified or academic staff) is representing the Library as a part of their duties (e.g. to UW-System groups such as CUWL, LAMs, CDC, ILL group, RCC, UWSAC; vendor   groups such as VUGM; and required training on systems or services).  Travel associated with professional offices or major conference organization responsibilities will be funded if approved by the Library Director.

$1000   2)  Candidate interview expenses (required expenditure): When possible, the Vice Chancellor will be asked to provide interview funding.

$1000   3)  Classified staff:  Attendance at conference, workshop, or other development activities.  Priority will be given to those who have not received funding in the current fiscal year or those who have gone the longest without funding.

$ 500   4)  Academic staff:  Attendance at conference, workshop, or other development activities. Priority will be given to those who have not received funding in the current fiscal year or those who have gone the longest without funding.

$3250   5)  Library Faculty Conference/Workshop attendance:  Each faculty   member and the Library Director will be budgeted $250 per year.  This may be  used for WLA, WAAL, ALA, or other conference or workshop attendance. Faculty members wishing to attend more than one conference may do so at his/her expense or request funding for after March 1 when funds may be available from other categories.  If a faculty member plans to do more than one conference presentation or present at a relatively expensive conference, he/she may wish to use this amount toward that conference.  This individual amount may also be used for travel associated with research.

$3000   6)  Library Faculty presentation:  Funding for travel associated with conference paper presentations, panelists, paper discussants, session chairs, or other similar endeavors. Because of tenure scholarship requirements, untenured   faculty will be given priority for travel requested by March 1.  Presentations by tenured faculty are also encouraged, and it is noted that scholarship activities are      required for faculty seeking promotion.  Faculty will generally not be funded for more than one out-of-state conference presentation and in tight budget years, not more than one in-state conference presentation per year.  For both untenured and tenured faculty, if necessary, priority will be given to those who have used travel funds less extensively.  After library approval, library faculty should apply to the Vice Chancellor for special partial funding for out-of-state (but in country) scholarly presentations and other travel as defined in the “Office of Provost & Vice Chancellor Guidelines for Travel Support” document. 

$ 750   7) Library Director Discretionary Fund:  An amount will be set aside for Director travel or if unused by the Director, other special travel needs or requests.

TOTAL   $13,000