Faculty Senate Travel Policies and Procedures
See Also: Faculty Senate Travel Application Packet | TMCC Travel Request form
All Travel Policy and Procedures as outlined on this page have been reviewed and approved for FY2013.
Statement of Purpose and Funding Guidelines
TMCC's Faculty Senate, as members of TMCC, an Equal Opportunity/Affirmative Action institution, recognizes the right of all eligible tenured and tenure track faculty members to apply for and receive professional development funds, irrespective of campus area, religion, gender, creed, or sexual orientation.
Applications are evaluated solely on merit as determined by established criteria.
Faculty Senate recognizes the importance of continuing professional development of TMCC tenured and tenure tack faculty. Faculty are hired with a wealth of knowledge that makes us all effective in our individual, professional capacities. However, knowledge base, pedagogy and other field-specific skills are changing rapidly for all of us. Faculty Senate demonstrates its commitment to this ongoing development by reviewing and funding professional development experiences that incur travel expenses. This reimbursement includes not only direct travel expenses incurred by the faculty, but also any workshop or conference fees (currently, combined travel and fees are a maximum reimbursement of $750 per academic year per person).
Use of Faculty Senate travel funds for professional advancement must meet Board of Regents Code (BOR Procedures and Guidelines Manual, Chapter 5, Section 10).
While Faculty Senate recognizes the need or individual tenured and tenure track faculty to remain up-to-date in their field to be effective and sustained in their respective fields, we also recognize the importance of travel activities that focus on institutionally based goals. These travel activities may or may not contribute to the professional development of individual faculty but are essential to the ongoing business of the college. Some common examples of non-funded Faculty Senate funded travel include articulation conferences, accreditation meetings, and ongoing program development activities. We recognize that there are alternative budgeting allocations in various ares of the college that can allow for institutional goals to be met.
Given the limited budget allocations to the Faculty Senate and the availability of alternative budgeting means for institutional development travel, Faculty Senate travel requests must focus on the ongoing professional development of the tenured and tenure track faculty member. Institutional development travel requests should go to your Dean, Vice President, or other administrative personnel. Consequently, Faculty Senate cannot accept primarily institutionally based travel activities for Faculty Senate travel funds.
This being said, the goals of the institution are neither separate nor distinct from faculty professional development, but can and often do overlap in many ways. Therefore, one of the more important and most challenging decisions of the recommending committee is to determine whether travel is the responsibility of the Institution or that of the Faculty Senate. To help faculty to better understand this process, and to help predict likely outcomes by the committee, examples of both Faculty Senate travel and institutional-based travel are listed below.
Faculty Senate Travel (Funded)
Primarily meets the ongoing development needs of tenured and tenure track faculty and is not the ongoing responsibility of the institution, school or department.
- Attendance of conference in one's field or related field
- Attendance of workshop in one's field or related field
- Presneters/officers with denied travel requests
- Other "primarily faculty development travel"
Institutional Based Travel (Not Funded)
Primarily meets the ongoing institutional needs of TMCC, and may or may not help the faculty member develop within their profession.
- Articulation related travel
- Accreditation related travel
- Administrative Development related travel
- Ongoing training required for current programs related travel
- Other "institutional" based travel
- Meet the TMCC Travel Procedures guidelines.
- Present a legitimate travel request.
- Meet the Faculty Senate travel application deadlines for fall, spring or summer semester. Deadlines will be announced at the end of spring semester for the following academic year.
- Per the TMCC Travel Procedures, you must include at least the appropriate Cabinet Authorization signature on your Travel Request form. It is also advisable to include your department chair/director's signature and your dean's signature on the form. Cabinet members include the TMCC Vice Presidents, the Executive Director of Institutional Advancement/Foundation, the Dean of Student Services, and the TMCC President.
Your completed application packet must include the following forms:
- The Faculty Senate Travel Application Packet (note that the Checklist is page 1 of your packet, and the Worksheet is page 2 of your packet).
- The Employee's Travel Request form (this will be page 3 of your completed packet).
Bring copies of your signed forms to the Faculty Senate office. You or your Department's Administrative Assistant should deliver all original documents directly to the Budget and Planning office. If you have questions regarding TMCC's Travel Procedures, please contact Budget and Planning's Travel Accounting Specialist.
Other necessary information:
- You must provide a separate, one-page justification (300-500 words)that discusses how this experience benefits the students, the overall college and your professional development with the headings:
- Benefit to Personnel/Professional Development
- Benefit to TMCC students
- Benefit to Department/Instructor
- Detailed information of the workshop/conference must be provided, for example a workshop/conference brochure, a workshop schedule, etc.
- Per the TMCC Travel Procedures specified by the TMCC Budget and Planning Office, airline upgrade charges will not be reimbursed; fees for up to two checked bags will be reimbursed.
- Meals provided as part of conference registration fees are not reimbursed as per diem claims, and need to be deducted from the per diem totals.
- Lodging per diem rates do not include related taxes, but travelers will be reimbursed for lodging taxes and fees up to the amount applicable to the per diem rate. When filling out forms, use the lesser value between GSA or verified lodging cost.
- A college-issued credit card (p-card) may not be used for per diem meals or incidentals. The use of a p-card is encouraged for air, lodging and reimbursable non-per diem expenses only. For more information, refer to the TMCC Travel Procedures.
- Exceptions to the lodging per diem rates must be approved in advance on the Travel Request form. for more information consult the Travel Procedures, as specified by the Budget and Planning office.
- Proof of lodging reservations/pricing shall be included with your packet.
- Print out the M&IE (meals per diem) with the appropriate allowance highlighted from the information found on the GSA website.
Use the listed values when completing the Faculty Senate Travel Worksheet for lodging and per diem. Costs above the M&IE figures are not funded. Questions regarding the per diem should be directed to the Travel Accounting Specialist in the Budget and Planning office.
- Disbursements will be paid in proportion to the number of approved requests; i.e. if $3,000 is earmarked to the Faculty Senate for a given semester and ten requests are approved (all with more than $750), then $300 would be allotted to each approved request. Every attempt to meet legitimate requests will be made up to $750, with a maximum reimbursement of $750 per applicant per year.
- You must follow all of the TMCC Travel Procedures detailed by the TMCC Budget and Planning Office. It is the traveler's responsibility to review these guidelines and ensure they have been followed. Your completed and signed original Travel Claim form must be submitted to the Budget and Planning Office within fifteen (15) days following your travel so that reimbursement will not be delayed longer than necessary.
Do not bring your original forms to the Faculty Senate Office. Once the Faculty Senate has approved the amount of funding you are to receive, the Senate office will notify the Budget and Planning office of the amount, but all of your original receipts and signed Travel Claim forms are required in order to process your reimbursement.
Employee Travel Request
The current, approved TMCC Travel Procedures, Travel Request form and Travel Claim form (completed post-travel), are all available at the TMCC Travel Procedures website.
For questions regarding the Faculty Senate Travel Application, contact:
For questions regarding TMCC Travel Procedures, contact:
- Incomplete applications will not be considered for funding. Do your homework and fill out your forms completely.
- Be thorough in the information you provide. If you will be driving your own car, go online to MapQuest or Google Maps and print off the mileage and include that withe your application.
- Faculty who submit an application for Faculty Senate travel funds are first required to seek department funds. If department funds are unavailable, enter "0" (zero) on the Faculty Senate Travel Worksheet. Faculty Senate travel funding will still be considered.
- The Travel Application must have all of the appropriate signatures or the application will be returned to the originator.
- The Faculty Senate does not reimburse departmental funds expended for your travel. The Faculty Senate only reimburses faculty members for out-of-pocket expenses they have incurred for their travel.
- Within your application, try to answer any and all questions the Travel Application Committee might have as they review your materials. Incomplete information could be cause for funding denial.