The current system of allocating travel money is to divide the travel money evenly among eligible librarians. The money may be spent on professional travel at the discretion of the individual librarian.

ACADEMIC YEAR 2012-13

Represented librarians

• Total amount of funds: $21,975.00 ($1,500 set aside for LAUC-R Career Development Funds)
• Annual allocation per librarian: $971.43

Non-represented librarians

• Total amount of funds:$7,300.01 ($500 set aside for LAUC-R Career Development Funds)
• Annual allocation per librarian: $971.43

Multi-year funding of travel:

A librarian may use funds from 2 years allocation to cover the costs involved in 1 conference.

Example: Year 1: The registration deadline for a conference is before July. The librarian may use funds from year 1 to have the library pre-pay for registration only.
Year 2: The librarian may use these funds to pay for the remainder of the conference expenses.

NOTE: Multi-year funding of travel may ONLY be used in the instances when the library pre-pays the conference registration fee in one fiscal year and the conference takes place in the next fiscal year.

The first week of April the Chair of the Committee on Research & Professional Development will calculate, using the status reports that are sent monthly from the library administration financial office, how much money each eligible librarian has left. The Chair will request from each eligible librarian an affirmative response as to whether or not they plan to use their funds.

If by April 30 there are any unclaimed funds, the Chair of the Professional Development Committee will issue a call for supplementary funding requests. Any unclaimed funds will be divided equally among those librarians who submit or resubmit travel requests.

Any additional funds can be applied to travel only during the current fiscal year. The traveler must attach the original receipts and have the proper approval(s).

Example: The traveler submits the original receipts for $1,200 for airfare and hotel, but because of the cap, is reimbursed only $1,000. If there are unclaimed funds by April 30, the traveler may resubmit a travel request with "Addendum" clearly marked on the travel request. The traveler must state that they have already given the original receipts in a previous travel request and that they are requesting further funding. Please give a full and complete explanation.

Note: Because the LAUC-R calendar runs from September to August, if a librarian is traveling in July or August and wants their travel to be taken out of the current fiscal year, they must notify the Library Adviministrative Services and the Committee on Research & Professional Development.

If the librarian does not specify that travel in July and August is to be taken out of the current fiscal year funds, it will automatically be taken out of the next fiscal year's funding.

In the event that there are unclaimed funds remaining after the second call is made, the Chair of LAUC-R will put forward a request to the University Librarian to carry over the funds to the next year. This decision is entirely at the discretion of the University Librarian.

Document Revised 4-7-04
Committee on Professional Development
Patricia Hargis

The Librarians Association of the University of California, Riverside
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