Faculty Travel Policy Rutgers University Libraries
Adopted at RUL Faculty Meeting March 2, 2007

Faculty development is a priority for the Rutgers University Libraries and, within the parameters of the state budget, allocates resources to supporting it. The University Libraries regard faculty development as a joint responsibility between the faculty member and the Libraries. Individual faculty are expected, as part of their professional service, to give back to the profession in the form of involvement in relevant associations, to take some financial responsibility for their own growth in knowledge and skill, and also to take the initiative in identifying conferences, and other educational, professional, or skills-oriented opportunities. Faculty professional development is supported by the University Libraries through funding and/or release time from employment responsibilities.

Since Rutgers is the state university of New Jersey and therefore supported in part by the taxpayers of New Jersey and the tuition of students, prudent use of travel monies is expected and anyone receiving travel monies should include some statement about their use and the benefit to RUL in annual reports, reappointment, tenure, and promotion documents.

Administration of Travel Funds

Travel funds are allocated to all tenured and untenured faculty members. Unused funds are returned to the faculty's respective unit for distribution by the Library Director, Associate University Librarian or designee. Travel for Library Directors and heads of units reporting directly to the University Librarian continues to be centrally administered, as does recruitment travel. The actual processing of travel reimbursement forms is done centrally after approval by the Library Director, Associate University Librarian, or designee.

Application for Travel Funds or Notification of Use of Travel Funds

Those with individually allotted travel funds are strongly encouraged to discuss their usage with the appropriate Library Director or Associate University Librarian or their designee as far in advance as possible, especially if they do not intend to use those funds in a given year so those funds may be re-allocated.

Those applying for additional travel funds should apply in advance to the appropriate Library Director or Associate University Librarian or their designee. Reimbursement is not guaranteed above the individual allotment unless prior approval is received.

Faculty applying for travel funds are responsible for providing coverage to meet professional obligations to the unit and to colleagues in their absence.

Only faculty paid from accounts under the control of the University Librarian are eligible.

The Library Directors and Associate University Librarians will be responsible for administering and approving invitational, staff, administrative, and campus travel for members of their unit whose travel will be reimbursed from the unit's allocation. Support of system-wide functions will come from the central travel budget and be approved by the appropriate Associate University Librarians or by the University Librarian if over $1,000.

Approved travel expenses, including registration fees, meals, lodging, and transportation (reimbursed based upon full cost of transportation by the most economical means) must be supported by appropriate receipts, and adhere to the University's Travel Policy (University Regulations & Procedures Manual, Section 40.4.10) and the RUL Travel Policy.

Individual faculty members elected or appointed to state, regional, national, and international office in library or related professional associations or serving as committee chairs or invitational speakers, who incur travel expenses as a result of such participation, may request funding to cover costs, including transportation, registration fees and meal and lodging expenses above their individual allotment. A copy of the invitation or appointment and meeting schedule should accompany the request. Due to budget restrictions, individual faculty librarians are encouraged to discuss possible commitments with their Library Director or Associate University Librarian or their designee as far as possible in advance. Simply incurring the expense cannot automatically guarantee approval or reimbursement. In funding beyond the general faculty allocations, the following guidelines will apply:

  1. The highest level of funding will be accorded to those individuals required to attend meetings as formal program participants, e.g. those presenting papers or serving as chairs or other officers, moderators or panel members.
  1. The next highest level of funding will be granted to untenured librarians, who are encouraged to become active participants in national and regional professional organizations.
  1. A high level of funding will be granted to those who are appointed or elected members of committees, editorial boards, boards of directors, etc.
  1. The lowest level of funding will be given to individuals' requests for support for attendance at professional meetings without participation at levels A, B, or C.

In general, the following faculty allocations apply:

  1. A minimum of $300 will be credited to each tenured Librarian (academic and calendar year).
  1. A minimum of $600 will be credited to each non-tenured Librarian III or IV (academic and calendar year appointments).
  1. Part-time librarians, Librarian V's, GAs and TAs, do not receive allocations but are eligible for all other types of travel funds.
  1. Faculty librarians in their terminal year or those serving temporary appointments as Lecturers are excluded from the above allocations but may apply for other types of travel funds.
  1. Faculty librarians on a leave of absence will not receive a faculty travel allocation for the period of the leave, but those on sabbatical leave will receive a travel allocation for the period of the sabbatical.
  1. Intercampus and administrative travel are not deducted from the faculty allocation.

Last updated June 15, 2009; April 24, 2012
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