CSN Faculty Senate Standing Committees

Travel

Committee Information:

• Purpose:
  The Faculty Senate Travel Committee is a recommending body that evaluates the academic merit of a particular trip for out-of-state travel, only. Final approval for any travel is processed through the Vice President for Academic Affairs, and the Financial Services Department is responsible for the processing of disbursements of funds.

• Application Procedure:
  In order to apply for a recommendation of intuitional support for out-of-state domestic travel, prior to traveling the faculty member must send an application package consisting of the following three items to any member of the Faculty Senate Travel Committee by the appropriate deadline listed below. NOTE: Requests for international travel support must be sent directly to the Vice-President of Academic Affiars.
  

  1. A ONE PAGE Letter of Application indicating:
     1. The request for support under the $1200 Attendee Cap or the $2000 Official Duties Cap (for those with presentations, committee assignments, and/or other official duties that require the individual's attendance).
     2. The benefits of attending the conference (e.g., how it will benefit the Program and College, and/or how it will improve student learning, outcomes, and the effectiveness of teaching).
     3. The number of classes that will be missed due to travel (faculty cannot miss more than one week of teaching in any given semester).
     4. The applicant’s mail sort code, e-mail address, and phone number.
  2. A Letter of Support from the appropriate supervisor.
  3. Evidence of the conference, meeting, symposium, etc. If requesting the Official Duties cap, be sure to provide the supporting documentation.
      
• Deadlines:
  • If traveler is requesting the Official Duties Cap, materials must be submitted to the Travel Committee at least 60 days prior to travel. If proof of Official Duties is not available 60 days prior to travel, the applicant may only be approved for the Attendee Cap. When the said proof is presented to the Committee, the Cap will be updated, accordingly.
  • If traveler is requesting the Attendee Cap, materials must be submitted to the Travel Committee at least 45 days prior to travel.
  • If traveler is requesting support to attend a certification or specialized training, materials must be submitted to the Travel Committee at least 15 days prior to travel.

• Notification:
  Upon the Travel Committee's recommendation of the acceptance or denial of a request, the faculty member, the appropriate supervisor, Financial Services, and the Office of the Vice President for Academic Affairs will be notified. At this time, the Travel Committee's part in the procedure is finished, and the application package will be returned to the faculty member for inclusion in the remainder of the application procedure.

• Summer Procedures:
  

  1. Please submit Out-of-State domestic travel request packet to the Faculty Senate Chair's office at W32E.
  2. Faculty Senate chair, with Senate Leadership and the Executive Committee, will review requests and make decision and inform of it to the applicant and others.
  3. The Senate Travel Committee Chair will provide the currently used procedures to the Senate Chair before the beginning of the summer semester.

   

• As a courtesy, here is the remainder of the application procedure:
  

  1. Obtain and correctly complete an Employee Travel Request form. For help in completing the form, consult with Department Assistants and/or Financial Services, NOT the Faculty Senate Travel Committee members.
  2. For completion of Section III on the form, specify the Faculty Senate Travel Committee Account Number: FUND 8225, AGENCY 830, ORGN 5740, OBJ 21, SOBJ T3 (for Airfare) or T4 (for Other Expenses). NOTE: The Travel Committee Account Number is to be used for Out-of-State domestic travel ONLY. In-State travel is supported by the individual Departments. For the Estimated Travel Costs, you may use the Internet or a travel agent. Remember, they do not need to be exact costs; merely estimates.
  3. Have your Department Chair and Dean sign the form, and then send the form AND your application package to the Vice President of Academic Affairs (VPAA), at Mail Sort W32E, for final approval. In case the applicant is not in agreement with the Chair's and/or Dean's approval decision, an appeal may be made to the VPAA.
  4. If the VPAA approves the request and signs the form, the package will then be returned (or a notification will be sent) to the traveler, or the Department AA for the traveler.
  5. Once the traveler receives (or is notified of) an approved travel request, appropriate travel arrangements can be made. Airline tickets may be purchased directly by the traveler or through the College's contact at Prestige Travel (Rosemary Rice: 702.253.9909, ext. 132), except for international travelers and college teams/groups who must book airline travel through Prestige Travel. If driving, the traveler should make his/her own arrangements.
  6. Once travel arrangements have been made, the traveler's entire package should be sent to Robert Sharp in Financial Services, Mail Sort J1C.
      

  Within 15 working days of completion of the travel, a Claim for Employee Travel Expense form must be completed and sent to Robert Sharp in Financial Services, Mail Sort J1C. The completed travel claim form must include all appropriate signatures, and be accompanied by any required receipts.
   
  All CSN Travel Policies and Procedures must be followed. Questions about the policies or assistance on completing the travel claim can be directed to Robert Sharp in Financial Services, at 651-4027.
   
• Conditions and Restrictions:
  
  1. Letters of Application will serve as the primary source of consideration. Insufficient Letters may result in a recommendation to deny the request.
  2. If any of the three items requested by the Travel Committee are incomplete or missing, the request for support will be recommended for denial.
  3. Requests not received by the appropriate deadline may be recommended for denial.
  4. Requests for reimbursement AFTER travel has occurred WILL be recommended for denial.
  5. Out-of-State Travel support for conference attendance is limited to once per academic year.
  6. Out-of-State Travel support for presentations is limited to 3 times per academic year, provided not more than one week of teaching is missed in any given semester.
  7. Funds are limited, therefore, requests for support will be considered on a first-come-first-served basis. Keep in mind; a request for support may be submitted several months in advance (e.g., requests for summer travel).
  8. The Faculty Senate Travel Committee is a recommending body. Final approval for travel is processed through the Vice President for Academic Affairs. The Financial Services Department is responsible for the processing of disbursements of funds.