• Proposal for Travel Form & Travel Request Approval Form (3 pages in .PDF format)
• Abbreviated Travel Request Form (for registration fees under $100 only)

Each fiscal year a specified amount of dollars are allocated in the Faculty Development budget for travel to conferences, workshops, seminars, institutes, and meetings.  The Faculty Travel Committee will meet each month from September to May to review requests for travel.  In addition, the Senior Vice President for Academic Affairs, the Vice President for Learning and Technology Services and/or the President may approve funding for faculty travel to meet specific College goals.

The Faculty Travel Committee will be a subcommittee of the Faculty Development Committee.  The Committee will be composed of a member of the Faculty Development Committee and three other faculty members and one administrator (the Chair) appointed by the Senior Vice President for Academic Affairs.  The Committee will report to the Senior Vice President for Academic Affairs.  

Adherence to the Faculty Travel Policy is necessary to ensure that reimbursements made to RVCC employees will not be considered taxable income under IRS section H3.  Employees should not commit to travel expenses without going through the defined process, and must use the College’s preferred vendor unless a better price is found.  Employees should not request compensation from the College if they are being compensated from another external source.

Funding for Full-time Faculty

Faculty who are traveling to make a presentation will be eligible to receive reimbursement for reasonable costs (registration, airfare, lodging, meal, and other related expenses) with a $1,500 maximum limit.  The College’s established per diem rate for all meals and food will be applied for each day of travel/attendance.  Personal discretionary items will not be reimbursed. Reimbursement for transportation to and from the airport will be limited to mileage plus parking or the cost of private transportation, whichever is less.

Faculty who are attending but not presenting will be funded for the registration fee or transportation costs (other than mileage), whichever is greater.

Full-time faculty will be funded to a maximum of $2,500 in any fiscal year (July 1 – June 30.)  Typically, no more than two travel requests will be funded per full-time faculty member per fiscal year; one between July 1 and December 31 and one between January 1 and June 30, regardless of the amount of funding requested or allocated for previous travel.

Note: Organization membership dues/fees and continuing education units (CEU) are excluded from reimbursement.

Funding for Adjunct Faculty

No more than one travel request per adjunct faculty member per fiscal year will be funded: maximum funding is $200 for attendance (registration fee or transportation costs (other than mileage), whichever is greater) and $400 for presentation.

All faculty members may submit proposals for travel to conferences, workshops, seminars, institutes, and/or meetings.  Proposals for travel should be submitted on or before the 15^th of each month.  The Faculty Travel Committee will meet in the latter half of every month from September to May to consider applications.  No funding will be provided for applications submitted after the event.  Registration fees will be reimbursed at the “Early Bird Rate.”  Funding will be provided for a maximum of one event between July 1 and December 31 and one between January 1 and June 30, for a total of two per fiscal year.

The proposal for travel should be submitted even if it is not known if a presentation will be accepted.  The Faculty Travel Committee will approve two separate possible allocations: the amount to be allocated if presenting, and one if just attending.  The proposal must be reviewed and signed off by the Department Chair before being submitted by the Committee.  Travel will be approved based on benefit to the College and professional development of the individual faculty member.

Note:  Faculty requesting funding for registration fees up to a limit of $100 should complete and submit the Abbreviated Travel Request Approval Form for approval by the Department Chair and the Travel Committee Chair.  If approved, this funding will not be included in the two conference limit for full-time faculty.

Steps for Submitting a Travel Request:

1)       The faculty member completes a “Proposal for Travel” form and the top section of the Travel Request Approval form; attach ALL supporting documents (those showing registration, airfare, lodging, meal, and other costs) and obtain the applicable Department Chair signature. 

2)       The faculty member submits both forms to the Chair of the Faculty Travel Committee (currently Teresa Keeler) prior to the 15^th of each month.  The Committee Chair will forward the proposal to the Faculty Travel Committee for review.  Be sure to allow enough time for the request to get through the review process and still meet early registration deadlines. 

3)       The Faculty Travel Committee reviews the proposal and attached documentation.  The Committee notifies the faculty member of the amount approved through the Travel Request Approval Form.  Every effort will be made to communicate decisions to faculty by the last business day of the month of application. 

Steps for Getting Reimbursed for Approved Travel

The faculty member will receive the approved amount either in an advancement and/or reimbursement.  No reimbursements will be given for proposals received after the travel/conference has taken place.  

Note:  If the faculty member is requesting an Advance, he or she should send a copy of the Travel Request Approval Form to Finance prior to the start of the conference. 

Note:  If requesting that the registration fee be paid directly by the College, the faculty member should submit a completed Check Request Form along with a copy of the Travel Request Approval Form to Finance prior to the registration deadline.

Immediately upon completion of travel, the faculty member must submit a Personal Expense Voucher for the reimbursement of approved expenses.  The original copy of the Travel Request Approval Form and all, original expense receipts must be attached to the voucher.  Personal Expense Vouchers not submitted within a month of completion of travel may not be reimbursed.  The Personal Expense Voucher is a two-page document that is available online in the Budget and Finance folder in the Public Folders (please use the latest version available).  

Notes: 

·         All Personal Expense Vouchers must be completely electronically
(type expenses into document, save on personal computer, print for signature)

·         All expenses must be broken out and assigned to the day they occurred

·         Put any additional information, notes or explanations into the “Supplemental Data” section on page 2 of the Expense Voucher

·         Send a copy of the Travel Request Approval Form, both pages of the Personal Expense Voucher with all, original expense receipts attached to the Chair of the Faculty Travel Committee.

·         The Chair will sign the voucher, input a budget code, and send to Finance.

Revised 3/1/06