This document describes Library policies and procedures relating
to travel and/or registration funding for librarians’ professional development.
Throughout this document, the term travel will be used as shorthand for
travel and/or registration.
It is the policy of the Library to support work-related travel as fully as possible within budgetary limitations. Funding for administrative travel shall be apportioned by the Library Administration. Funding for discretionary travel shall be apportioned by the LAUC-D Professional Activities Committee (PAC), with approval of the University Librarian.
1. CRITERIA FOR ADMINISTRATIVE TRAVEL
The principal criterion for assigning administrative travel to any librarian is the extent of benefit to the UCD Library program. The Library Administration may assign individuals to travel in support of the Library’s program, and may also consider individual requests perceived to be in support of its programs. Administrative travel may be requested, but is designated by the administration. In many instances it may be made because an individual’s position responsibility is closely associated with the subject of a specific meeting or conference. In every instance the appropriateness of an applicant’s proposal will be judged and a decision made which will take into account the Library’s program needs, the importance and significance of the proposed travel, and the financial resource available to support the request.
2. CRITERIA FOR DICRETIONARY (NON-ADMINISTRATIVE) TRAVEL
Travel may be judged discretionary when it is job-related and helpful for professional development, but the applicant’s presence at the program is neither critical to library goals, essential for successful performance of job responsibilities, nor requested by the supervisor or an administrative officer.
2.1 GUIDELINES FOR FUNDING DISCRETIONARY TRAVEL
These guidelines are designed to maximize the number of requests which can be funded within the limits of the travel allocation. If all requests cannot be funded, the following general priorities will apply:
1. Any librarian who has not yet been allocated a certain base level of funding that year has preferential access to that base allocation. PAC will yearly designate a base allocation which each librarian can expect to receive toward approved, work-related travel expenses. The purpose of the base allocation, which reverts to PAC if not used, is to encourage professional development and continuing education throughout the library.
2. For allocations over and above the base amount, participants, speakers, officers, etc. will be given priority over attendees. Activities more directly related to the applicant’s job will be given priority over activities less immediately applicable.
2.2 RULES FOR DISCRETIONARY TRAVEL/REGISTRATION FUNDING
1. Reimbursement is based upon the mode of transportation which is most economical of time and money and the most usually traveled route.
2. Per diem is not granted for less than one 24-hour period.
3. Use of University vehicles for travel to the Sacramento Airport will not be authorized; travelers will be reimbursed if they use a private vehicle or the local limousine service.
4. Reimbursement checks for expenses under $25. for professional activity which have been approved by PAC will not be sent to the participant until: 1) another activity has been approved thereby making the two activities exceed $25. or 2) at the end of the fiscal year. This procedure provides desirable cost-savings for the University Accounting Office for it reduces the number of checks released and eliminates processing of checks under $25.
5. Base allocations may not be transferred from one person to another, nor accumulated from one year to the next.
6. Any funds not yet encumbered at the end of the fiscal year will be allocated among those requests not fully funding, in accordance with priorities. (See Section 2.1.2)
3. PROCEDURES FOR REQUESTING FUNDING FOR PROFESSIONAL ACTIVITIES
Normally, all travel requests, those assigned as well as those initiated
by the individuals, are reviewed by the department head and Assistant or
Associate University Librarian. The individual submits a request
(Using the Library Support for Professional Activity Form) to the department
head or other supervisor. The department head makes a recommendation
on the request and forwards it to the appropriate AUL, who makes a recommendation.
Any request for travel which the AUL feels is essential for the Library’s
program (therefore administrative travel) will be forwarded to the Administrative
Committee for approval.
If the AUL decides that the travel is important but not essential to the library operations (therefore discretionary travel), the funding request is forwarded to PAC. PAC reviews the request, makes its recommendation, and sends the request and recommendation to the Library Personnel Office for processing.
Requests for discretionary travel support not involving reimbursement, such as for use of a University car, may be granted without review by PAC.
Once action is determined by the Administrative Committee or PAC, a copy of the support request form, with the decisions indicated, is promptly returned to the requester.
3.2 DEADLINES FOR REQUEST
For local or one-day funded travel: two weeks in advance
of the date of departure
For overnight or longer: at least one month in advance of the date of departure
3.3 RESPONSIBILITIES OF TRAVELERS
The librarian is responsible for retaining travel ticket stubs
and all other receipts including meals required by University accounting
procedures. It is the traveler’s responsibility to submit a travel
reimbursement form with all receipts to the Library Personnel Office within
five working days of completion of a trip.
The librarian shall inform the Library Personnel Office, or in the case of administrative travel, the AUL, of a program or meeting for which some measure of support was awarded has been canceled or postponed, or attendance is no longer possible.
Librarians who wish to be eligible for additional, year-end funding (per item 6, Section 2.2) shall submit to the Library Personnel Office a travel reimbursement for each trip completed.
If the University Librarian disagrees with a PAC recommendation,
he/she shall discuss his/her recommendation with PAC. If the final
action differs from the recommendation of PAC, PAC will receive a copy
of the completed request form.
If PAC feels that a request should have been reviewed as administrative travel, it may return the request and its comments to the AUL for review by the Administrative Committee.
Any funding request not supported by the department head or by the AUL should be sent to PAC for review.
Concerns arising from denial or limitation of support shall be
directed to PAC. If not quickly resolved there, both parties shall
forward their comments to the Professional Issues Committee for hearing
and recommendation to the University Librarian.