Travel and Funding Guidelines

General Policy Statement with Definitions of Types of Funding 
Funding Policy 
Procedure to Request Funding 
Unexpended Funds
Procedure to Reserve a UGA Vehicle
Procedure to Request Reimbursement

General Policy Statement

Staff and faculty training and development is a joint responsibility between the staff/faculty member and the Libraries. Individual staff/faculty are expected to take some financial responsibility for their own growth in knowledge and skill and also to take the initiative in identifying courses, workshops, conferences, and other educational, professional, or skills-oriented opportunities. Staff/faculty professional development is supported by the University Libraries through funding and/or release time from employment responsibilities. Financial support for training, professional development and travel is based on the availability of funds.

Types of Funding Areas

There are three types of funding areas: administrative, training, and faculty professional development. These are defined as follows:

  1. Administrative activities are those for which one is asked to represent the University Libraries at a meeting, conference or other activity considered official business.  Examples of administrative travel include the following:
    • Representing the Libraries on user groups or boards, conferences, or other meetings or this type.
    • Evaluation, inventory, or preparation for shipment of collections that have been purchased by or given to the Libraries.
    • Negotiation with possible donors or sources for collections.
    • Visitation to other libraries to relate the practices of another library for possible implementation at UGA.
    • Meeting with other library administrators to conduct business germane to the functioning of the Libraries.
    • Recruitment of Libraries faculty.

  2. Training activities are usually career related, developing skills, knowledge and other qualifications which promote current awareness of advances in your field, or prepare you for additional assignments or positions within the Libraries. Training activities may also be related to current or future objectives of the Libraries in which case you may be invited to participate and asked to share skills learned with others.
    • UGA Human Resources seminars which have a cost also fall into this category. Criteria for approving UGA Training and Development Seminars which have a cost include:
      • In most cases employees should have passed their probationary period.
      • Seminars should have direct application to their current job or possible future job
      • There may need to be a limit per person per year

    When requesting funding for a UGA Training seminar, complete the Training, Conference & Travel Funding Request form, and forward the form to Lori de la Reza. Those who fail to appropriately cancel a class may face consequences of not being able to take classes in the future.

  3. Professional development activities are identified as those for personal professional advancement for Libraries faculty. This may include both attendance or more substantive participation at meetings, workshops, institutes, or conferences of professional organizations for the purpose of maintaining currency in the profession. The individual allocation for the fiscal year is determined as soon as possible following budget development, usually by June. Release time, subject to the limitation of maintaining schedules of library services to attend professional and committee meetings, is available to all faculty.

Funding Policy

Financial support for training, professional development and travel is based on the availability of funds.

  1. Reimbursement for administrative activities is normally 100%. Travel under grants or contracts is considered "administrative" if it is chargeable to such grants or contracts.
  2. Reimbursement for training activities can vary depending on the request.
  3. Professional development activities are reimbursed by assignment of an equally distributed flat rate of funding each fiscal year. Decisions about which conference(s) to attend and what amount to spend on each are made by individual faculty members. In addition, a supplement in addition to the flat rate may be awarded to librarians who participate in a more substantive way than basic attendance depending on the availability of funds. More substantive participation may include: presenting a paper, editing a publication, conducting a workshop, serving as an officer on a committee or participating in some other significant way in a meeting or conference.

A supplement must be expended for the conference for which it is awarded. Reimbursement for this category of travel is based on the amount the Libraries has designated that year to spend for travel. Funding for individuals under this category will not be affected by the availability of money from other sources, such as grants, compensation for teaching, or outside invitation.

Procedure to Request Funding and/or Permission to Travel

  1. Complete the Training, Conference & Travel Funding Request for any type activity, regardless of whether-or-not funding is requested.
  2. Route the form and any accompanying documentation or forms to the Department Head for approval and signature.
  3. Route the approved form(s) to Lori de la Reza in the Libraries' Administrative Office for administrative approval and encumbrance of funds no later than two weeks prior to in-state travel; four weeks for out-of-state travel. Requests made after the deadline may result in rejection of the request.
  4. Unless otherwise contacted by Lori de la Reza, please assume that your request was approved.
  5. When traveling out of state please complete the Training, Conference & Travel Funding Request form as you would for in-state travel and forward the form to Lori de la Reza in the Libraries' Administration Office. Out of state travel requires the submission of additional travel authority forms which will be completed by Lori de la Reza. Copies of the completed additional travel authority forms will be emailed to you.
  6. When staying overnight while traveling in-state, please remember to present a State of Georgia Exemption of Local Hotel/Motel Excise Tax form to Georgia Hotel/Motel operators.

Unexpended Funds

Funds are allocated on a fiscal year basis. If the flat rate of funding is not expended in one year, it cannot be carried over to the next fiscal year.

Procedure to Reserve a UGA Vehicle

For all requests, complete the Request for UGA Vehicle form and forward the form to Lori de la Reza in Libraries' Administration. This form may also be found at g:/ugalibs/travel/request for uga vehicle.doc.

  1. You must use a UGA vehicle for travel unless a vehicle is not available. Please contact Lori de la Reza to check the availability of University vehicles for your trip. You will be sent an e-mail confirming the type of vehicle reserved, the dates of pick up and return including the times, and the reservation number. If you have a question regarding the reservation or if you do not receive an email confirmation, please contact Lori.
  2. If you must use your personal vehicle (a UGA vehicle is not available) the mileage rate is reflected on the current UGA Travel Expense Statement. To calculate miles traveled, travelers may use MapQuest, Google Maps, GPS devices, or personal vehicle odometer readings, whichever is most appropriate for the circumstances. If using MapQuest or Google Maps, please include a copy of the mileage printout with the reimbursement submission.
  3. If you use your personal vehicle when a UGA vehicle is available the rate is reflected on the current UGA Travel Expense Statement.

Procedure to Request Reimbursement

Within two weeks of completing travel, a Travel Expense Statement must be completed and sent to Lori de la Reza in the Libraries' Administrative Office.   In completing these forms for the University policies regarding travel, per diem, etc., attention is directed to the University of Georgia Travel Regulations