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IRIS Travel Funding

Travel funding for IRIS librarians, archivists and other eligible professional staff will provide equitable access for professional participation. This policy represents additional support over and above the CUL policy. IRIS Directors should plan to meet with unit managers at the beginning of the fiscal year to plan and project, as much as possible, professional development and travel plans for the year.

On the basis of the guidelines outlined in CUL Procedure #23 (Travel, Endowed Units), funding for travel as it applies to IRIS librarians falls into two categories:

1. Regular conference funding for attendance at conferences and meetings of library-related professional organizations. The primary purpose of this travel is the professional development and participation of the person attending. Under CUL guidelines, staff members may attend professional meetings and receive up to $700 per fiscal year (July 1-June 30) for expenses, including reimbursement of registration fees, travel costs, and subsistence (rooms, meals, etc.). CUL funding provides an additional $100 per year for assistant and senior assistant librarians. The participant pays the remainder.

2. Additional Funding:
Beyond regular conference funding, according to CUL policy, staff who serve as officers, chair committees, or who are invited to present may be allowed an additional $400 per year, and may also be eligible for another $200 if the office is a national one (such as ALA, MLA, SAA, SLA, etc.) In these cases, IRIS will provide additional support up to $200 per fiscal year, if needed. IRIS Administration will also review requests for international travel to consider supplemental support on a case-by-case basis. Priority will be given to those presenting papers, holding office, or assuming some other professional role. Documentation of presentations and/or serving as committee chairs should accompany requests for travel funding. See CUL procedure #23 for specific guidelines.

IRIS librarians, archivists, or other professional staff members who must attend a series of meetings associated with their professional involvement should submit a request for review of travel needs. It may be possible to provide additional assistance to support special needs. Early submission of such requests is encouraged.

All IRIS employees who travel, whether for conferences, administrative purposes, grant/contract/external awards, or workshops/training, should familiarize themselves with the endowed library travel policy and the university travel policy. The guidelines above do not apply to administrative travel, which is normally reimbursed 100% centrally.

The Endowed Library Pre-Workshop/Pre-Travel Request Form, with all appropriate signatures, should be submitted to Susan Markowitz, in 201B Olin Library, at least two weeks prior to travel.

Once travel is completed, staff should complete the travel reimbursement form with all appropriate information. Send the original form with receipts to CUL Library Accounting Services, and a copy to Mary Arsenault, 213 Olin Library.

September 2003

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