Travel Fund Guidance

PRINCIPLES OF GOOD PRACTICE IN TRAVEL FUND ALLOCATION
(for use by departments and colleges)

The following points illustrate desirable practices in allocating travel monies to ensure fair, ethical, and equitable disbursement of research travel funding among the faculty in all departments.  Faculty travel can be for, but not limited to, the purpose of delivering scholarly presentations at peer-reviewed and refereed academic and professional meetings, for delivering performance or art at notable venues, enhancing teaching or service, and/or gaining information on assessment or accreditation. Departmental faculty allocations for travel per academic year will be decided by the chair of each department or a travel committee established by the department. Approval oversight for travel requests and vouchers is provided by the dean and provost.  Travel funds cannot be moved to other budgets nor can additional monies be put into departmental travel budgets, such as from foundation accounts. All travelers must abide by the University travel policy https://www.wpunj.edu/business-services/travel.html.

  1. Because not all faculty in a department are likely to travel, department chairs should establish calls for proposals for travel following a discrete timeline (e.g., Sept. 30 for fall travel, Jan 30 for spring travel) so that the amount of requested travel funding for the year can be anticipated by those charged with dispersing it. A cap on allocations per traveler is recommended (e.g., based on average conference costs, expected number of faculty traveling).
  1. Requests for travel support for reasons other than those listed above should explain the role and significance for consideration of support. Departments may choose a graduated level of funding per activity involved (e.g., presenter vs attendee). Consideration for support of early career faculty may also be an appropriate factor.

  2. The travel proposal form should include pertinent information that helps the chair and her/his committee to make decisions, to include but not limited to:
    • Title of paper, poster, creative work
    • Invited or submitted
    • Accepted or anticipation of acceptance
    • How participation at the conference/venue will enhance:
      1. your scholarship, teaching or service
      2. goals of your department and college
      3. goals of the university
    • Accurate anticipated cost to attend the conference/event
  1. Leftover funds at the end of the fiscal year can be redistributed to fund last minute requests or as additional reimbursement to those who are not also being reimbursed by Career Development funds. Travel funds should be distributed as completely as possible as Budget Office bases next year’s budget on this year’s spending. Funding recipients should be invited to present to their community what was gained during their travel.