When ULS faculty librarians travel for professional purposes there are several procedures and requirements that must be fulfilled. The following is a list of those steps and notation of who is responsible for completing each one.

Consult the Policy for Faculty Librarians on the ULS Behind the Scenes website.

Request time off and approval for conference from supervisor.

Fill out the Travel Request Form including:

• conference name
• conference location
• month, days, and year of conference
• membership in association

If new to the profession, the librarian may request supplemental travel funds to attend their first professional conference. Please discuss with your supervisor.

If you do not receive notification of approval within a reasonable period of time, check with Mary Balint on the status of the request.

Once approved, make travel arrangements through University approved travel agency.  Have travel agency call Mary Balint for account numbers.

Prepare Travel & Business report within 10 days of end of trip. Turn T&B in to Mary Balint for processing and reimbursement.

SUPERVISOR/SENIOR STAFF RESPONSIBILITIES:

Supervisors should review/approve librarians' requests for time off to attend conference, sign form, and forward to the appropriate senior staff member.

If a librarian wishes to request support for supplemental funds, the supervisor should prepare a memo to their Senior Staff supervisor stating the reasons why the librarian should be awarded supplemental funds (e.g. first professional conference, etc.). This memo should include the additional costs expected to be incurred by librarian (i.e. in addition to base amount).

Senior Staff should forward the signed form to Mary Balint.

MARY BALINT RESPONSIBILITIES:

• Draft funding approval memos and send copies to librarians, supervisor, and FAC Travel Chair.
• Include appropriate travel forms with memo to librarian.
• Consult on travel arrangements.
• Consult on filling out Travel & Business Reports.
• Track FAC Travel expenditures, provide reports to FAC.

FACULTY AFFAIRS COMMITTEE RESPONSIBILITES:

• At the beginning of each fiscal year send call for travel requests to all faculty librarians.
• Review expenditures throughout year.
• Review implementation procedures, revise as needed.
• In the spring of each year, send reminder to faculty librarians to ensure the expenditure of all travel funds.
• Report on implementation of Travel Policy to Faculty Assembly.

revised 11/06/03