Issuance Date: 02/14/2003
Issuing Office: Academic Senate
G-28 Policy and Regulation Governing Travel
|University Travel Regulations-General|
|Means of Transportation, page 7, Privately Owned Automobiles|
|Travel Advances and Travel Expense Claims|
|Foreign Travel and Absences in Conjunction with Foreign Travel|
*See PPM 150-76 for other related policies.
Grants are awarded to provide travel for Academic Senate members or other qualified individuals to attend meetings of learned societies and organized conferences called to present and discuss important research results.
Awards are made for substantial participation in the program where such participation is directly concerned with dissemination of research results, or where the applicant has organized, or will preside over, one or more sessions of the meeting.
If the meeting is arranged as a symposium or discussion in which formal papers are not presented, this fact should be indicated on the Application under Section 5.
Grants may be made for travel to present works of art or to present other forms of creative expression, but only for the initial presentation of such creative endeavor.
Faculty are encouraged to seek full or partial support of their expenses from other sources, even after receiving an award from this Committee.
If there is a change in travel plans, the Committee should be notified immediately so that funds awarded can be reallocated to another Senate member.
Grants shall be restricted to faculty members who are University appointees and who are voting or non-voting members of the Academic Senate. An application from a faculty member on sabbatical leave (non-resident or in residence at the University) is entitled to the same consideration as if the individual were in full active status.
Number of Awards
The Committee's policy is to award one travel grant per Academic Senate member during a fiscal year.
Awards are made for the lowest published air coach fare. Celings are $500 for the Eastern/Atlantic time zone, $350 for the Central time zone (including the states of Washington, Oregon, Hawaii & Alaska) and $250 for the Mountain/Pacific time zones. No service fees will be covered.
Foreign travel will be supported at 75% of the lowest published fare or of the actual fare, whichever is lower. Awards will not exceed $1000.00. No service fees will be covered; therefore, applicant may use any means to book travel. Airfares are only valid on the lowest fare and no payment will be made on first class or business class tickets. Written quotation/itinerary from travel agency, airline, or internet is required for foreign travel. These funds are not restricted to the use of U.S. carriers.
No per diem expenses are awarded for domestic or foreign travel.
Registration fees, taxis, etc. are not allowable expenses.
When to Apply
Call Letters providing current and future deadline dates for Academmic Senate support from the General Campus, Health Sciences, and Marine Sciences Subcommittees of the Committee on Research are available on a continuous basis at website: http://www-senate.ucsd.edu/cor .htm
How to Apply
Complete the Request for Travel Expenses To A Scholarly Meeting, available from the website: http://ww w-senate.ucsd.edu/cor/applications/corapps.htm
Obtain the department chair's signature and submit the application to the Academic Senate Office:
General Campus and Health Sciences-the original
SIO-the original and three (3) copies.
Copies of the letter of invitation, the letter of acceptance to participate in the meeting, or a copy of the program with the applicant's name and the extent of his/her participation must accompany the application.
REVIEW, AWARD, AND IMPLEMENTATION
Applications are reviewed every three months.
If the request for travel from faculty meets the criteria imposed by the Sub-committees on Research, the request is processed through the Academic Senate Office. Instructions for reimbursement are noted on the lower half of the application. The white and green copies are then returned to the grantee and the grantee's department office.
Upon completion of approved travel, the Travel Expense Voucher, must be prepared by the grantee's department office in accordance with University regulations and travel is to be charged to the appropriate account and fund. Even though a portion of the grantee's expenses may be charged to other accounts, the Travel Expense Voucher must be routed to the Academic Senate Office for signature approving payment of that portion charged against the Research Sub-committee. The Academic Senate Office then will forward the voucher to Accounting.