http://mcli.maricopa.edu/fpg/travel

Faculty Travel Committee
Procedural Guidelines
approved by the PVCC Faculty Senate on December 2, 1999
Amendments: May 4, 2000, May 3, 2001, September 7, 2001,
October 3, 2002, May 1, 2003, September 4, 2008

A. Charge of Committee

Following the general policies created by the MCCCD Faculty Professional Growth Committee, the Faculty Travel Committee shall recommend to the Faculty Senate policies and procedures for funding faculty travel expenses for professional growth activities. The committee shall also implement and evaluate these policies and procedures.

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B. Committee Membership

B.1. Chair

The chair shall be a PVCC Faculty Association member chosen by the PVCC Faculty Senate President-Elect by the end of April. The chair shall be given either a three-credit hour extended contract or three-credit hours of reassigned time per semester of duty in compensation.

B.2. Members

The committee shall include at least five but not more than ten PVCC Faculty Association members plus the committee chair. Each of the ten academic divisions has the option to be represented on the committee. However, in order to ensure that the committee has at least five members, the following academic division clusters shall be represented by at least one member:

• One member: Business and Information Technology; Fine and Performing Arts
• One member: Counseling and Personal Development; Library
• One member: Communication and Humanities; English
• One member: Social and Behavioral Sciences; Health and Wellness
• One member: Mathematics and Computer Science; Science

The PVCC Faculty Professional Growth Representative for Registration Fees and Summer Projects shall serve as a member of the committee and serve as the representative from his or her academic division or division cluster. The members shall be chosen by the PVCC Faculty Senate President-Elect by the end of April. Participation shall count toward each member's campus committee responsibilities.

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C. Chair Responsibilities

C.1. Provide leadership for the Faculty Travel Committee as a non-voting member.

C.2. Call meetings of the Faculty Travel Committee as needed. A quorum for meetings shall be a majority of the membership (excluding the committee chair).

C.3. At the beginning of the fall semester and in conjunction with the Faculty Travel Committee, develop a budget allocation policy that may set limits on the maximum amount faculty may be funded before the last working day in April and the total maximum amount a faculty member may be funded for a fiscal year. These criteria shall be used to determine an equitable process:

C.3.1. Budget dollar amount.

C.3.2. Number of eligible faculty.

C.3.3. Amount of travel budget dollars used the previous fiscal year (including number of travel requests for funds, if any, that were disapproved because of lack of funds).

C.3.4 Current costs of travel.

C.5. At the beginning of the fall semester and at the end of each semester, provide a summary report of Travel Committee activities to the PVCC Faculty Senate.

C.6. Update faculty regarding the Faculty Travel Procedural Guidelines via electronic messaging when appropriate.

C.7. Serve as a consultant to faculty who have questions regarding the Faculty Travel Procedural Guidelines.

C.8. Inform newly hired full-time faculty about the Faculty Travel Procedural Guidelines at a Collegial Support Partnership Program Meeting called for that purpose.

C.9. Administer the Process for Requesting Travel Funds according to the Faculty Travel Procedural Guidelines.

C.10. Administer the Approval Process for Requests for Travel Funds according to the Faculty Travel Procedural Guidelines.

C.11. Administer the travel funds budget according to the Faculty Travel Procedural Guidelines and in conjunction with the cashier's office.

C.11.1 Maintain records of travel requests that have been approved by the committee.

C.11.2. Follow-up periodically with the cashier's office to confirm if approved travel dollars were spent.

C.11.3 Periodically inform the Faculty Travel Committee and the faculty at large regarding the status of budget dollars.

C.11.4 Assess if there are sufficient monies available in the budget before sending a request for travel funds to the Faculty Travel Committee for approval.

C.12. After the last working day of April, administer the process and formula for distributing any remaining funds that may be in the budget.

C.13. At the end of the spring semester, evaluate the efficacy of the Faculty Travel Procedural Guidelines. Make recommendations for change to the Faculty Travel Committee. Based on the committee's decisions, make any committee recommendations for change to the Faculty Senate.

C.14. Update the Faculty Travel Procedural Guidelines on the Faculty Senate internet website.

C.15. Maintain travel records for one year after the end of a fiscal year.

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D. Member Responsibilities

D.1. Serve as a voting member of the committee.

D.2. Attend committee meetings.

D.3. At the beginning of the fall semester and in conjunction with the Faculty Travel Chair, develop a budget allocation policy that may set limits on the maximum amount faculty may be funded before the last working day in April and the total maximum amount a faculty member may be funded for a fiscal year. These criteria shall be used to determine an equitable process:

C.3.1. Budget dollar amount.

C.3.2. Number of eligible faculty.

C.3.3. Amount of travel budget dollars used the previous fiscal year (including number of travel requests for funds, if any, that were disapproved because of lack of funds).

C.3.4 Current costs of travel.

D.4. At the beginning of the fall semester and in conjunction with the Faculty Travel Chair, develop a formula for distributing any remaining funds that may be in the budget after the spring deadline for travel requests.

D.5. Serve as consultants to faculty who have questions regarding the Faculty Travel Procedural Guidelines.

D.6. Vote approval or disapproval on all travel requests that come before the committee.

D.7. Review the Faculty Travel Committee Chair's evaluation of and recommendations for change in the Faculty Travel Procedural Guidelines. Charge the chair to make any committee recommendations for change to the Faculty Senate.

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E. Traveler Eligibility

E.1. Eligible faculty requesters are Governing Board approved full-time residential members of Paradise Valley Community College (RFP Faculty) at the time of the activity (including faculty members on sabbatical leave and on temporary disability leave, who are considered "continuing members").

E.2. Ineligible faculty include: faculty on professional unpaid leave of absence; faculty temporarily assigned to another employment group; adjunct faculty; one-year-only faculty; one-semester-only faculty; half-time retired faculty; and temporary replacement faculty.

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F. Eligible Travel Activities

Travel to conferences, seminars, workshops, association meetings, and other professional organizations, settings, events, and activities for the purpose of professional growth that will increase knowledge, skills, or attitudes enhancing one's roles at the college.

For International travel, please go to International Faculty Development and contact the Director of International Education. (http://www.pvc.maricopa.edu/int/prof_dev_app.html)

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G. Ineligible Travel Activities

G.1. Any activity that is connected to one's teaching obligation or contractual responsibilities cannot be considered for travel funds. Such activities include articulation meetings, discipline instructional council meetings, and community advisory boards.

G.2. Personal development activities are not considered for travel funds. These activities include time management, personal career exploration, physical development/wellness, psychological strategies, stress management, and recreational travel.

G.3. Any activity may be deemed ineligible if significant professional growth is not clearly justified and documented. Each activity's context and merit are considered in the final decision of the Faculty Travel Committee.

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H. Eligible Travel Costs

Travel funds shall be awarded to faculty members to cover transportation, lodging, registration fees (of $30.00 or less), meals and/or some additional related expenses. Limits to these expenses are set by Governing Board action and may vary each year. Consult District Travel Policies available from the Dean of Instruction or cashier's office. Travel funds do not pay membership fees, late fees, costs of materials, and/or journals. Registration fees greater than $30.00 are reimbursed through the MCCD Professional Growth Committee (see "The Maricopa Community Colleges Faculty Professional Growth Programs and Procedural Guidelines" at the MCCD Faculty Association website http://mcli.maricopa.edu/fpg/programs ).

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I. Timelines for Requesting Travel Funds

I.1. Ideally, submit a request at least four weeks prior to the event's start date
to be assured of funding prior to travel.

I.2. Faculty may submit requests after they have traveled as long as they have had a "Maricopa Community Colleges Travel Request Form 190-9A” approved by their Division/Department Head and the College President prior to traveling and meet the last working day of April submission deadline. However, faculty must understand that they are not assured of funding.

I.3. The last date to submit a travel request for travel through June 30 (the end of the fiscal year) shall be the last working day of April.

I.4. Faculty traveling after June 30 (the beginning of the next fiscal year) and before the Faculty Travel Committee returns in the fall semester, must submit their requests prior to the last working day of April to assure funding prior to traveling. If this date is not met, faculty may submit their requests when faculty return in the fall as long as they have had a "Maricopa Community Colleges Travel Request Form 190-9A approved by their Division/Department Head and the College President prior to traveling. However, faculty must understand that they are not assured of funding.

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J. Process for Requesting Travel Funds

J.1. Obtain a "Travel Packet" from the cashier's office.

J.2. Obtain a "PVCC Faculty Travel Committee Request for Funds" form from the cashier's office and/or download the "PVCC Faculty Travel Committee Request for Funds" form to your computer (find the form at the end of these guidelines).

J.3. Complete the "Maricopa Community Colleges Travel Request Form 190-9A" in consultation with the cashier's office.

J.4. After completing the "Maricopa Community Colleges Travel Request Form 190-9A" obtain the following signatures: Your Division/Department Head, the PVCC President, and the PVCC Fiscal Agent.

J.5. Make two copies of the completed and signed "Maricopa Community Colleges Travel Request Form 190-9A." Keep one for your records and one for the Faculty Travel Committee Chair. Send the entire six-layered original form to the cashier's office.

J.6. Complete the "PVCC Faculty Travel Committee Request for Funds" form. Consult with the Faculty Travel Committee Chair or with Committee Members should you have any questions.

J.7. Submit the following paperwork to the Faculty Travel Committee Chair:

J.7.1. One copy of your completed and signed "Maricopa Community
Colleges Travel Request Form 190-9A."

J.7.2. Your completed "PVCC Faculty Travel Committee Request for
Funds" form. Also send the form electronically via memo.

J.7.3. A copy of literature that outlines the travel activity.

J.7.4. For requesting reimbursement for International Travel, in addition to completing the above steps, complete the International Travel Proposal found at: http://www.maricopa.edu/iie/resources". 

J.7.5.  To calculate meal rates, see the Arizona Accounting Manual, State of Arizona Travel Policy, Supplement I - Maximum Transportation, Lodging and Meal Reimbursement Rates at http://www.gao.az.gov/publications/SAAM/Supp_I_trvrates-012308.pdf

K. Approval Process for Requests for Travel Funds

K.1. Upon receipt of a completed and signed "Maricopa Community Colleges Travel Request Form 190-9A,” a completed "PVCC Faculty Travel Committee Request for Funds" form, and a copy of literature that outlines the travel activity, the Faculty Travel Committee Chair shall do the following:

  Send an email message to the Faculty Travel Committee using the following format:

Title of email message: Request for Travel Funds From (name of requester)

Text of message as follows:

"Travel Committee Members: 

(Name of requester) has submitted the following request for travel funds for your consideration:

Activity Title:

Activity Dates:

Activity City and State:

Dollar Amount Requested (of which dollar amount can be approved) (e.g., $1000.00 (of which $800.00 can be approved))

Justification:

Please vote your approval or disapproval by answering this email message using the following format:

I approve (or disapprove) of (name of requester)'s request for travel funds.

If I have received a majority of email votes for approval and have not received any email votes of disapproval after five working days, I will sign approval of the request for travel funds."

I approve (or disapprove) of (name of requester's) request for travel funds.

K.4. If the Faculty Travel Committee Chair receives any email votes of disapproval, he or she shall call a meeting of the Faculty Travel Committee to discuss the request for travel funds. The committee shall conduct any fact finding that they deem necessary and may ask the requester to be present at the meeting to answer questions and/or defend his or her request for funds. The committee members shall have five working days after the meeting to render a decision of approval or disapproval of the request. All arbitrations shall remain confidential. The chair shall inform the requester of the committee's decision. If the request is approved, the chair shall sign approval of the request for travel funds and forward the paperwork to the cashier's office. If the request is disapproved, the requester may opt to appeal the decision (see L. "Appeal Process for Disapproved Requests for Travel Funds" below).

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L. Appeal Process for Disapproved Requests for Travel Funds

A faculty member whose request for travel funds has been disapproved by the Faculty Travel Committee may appeal the decision to the Faculty Travel Review Committee. The Faculty Travel Review Committee shall consist of the Faculty Senate Officers (President, President-Elect, Secretary, and Treasurer) and the Dean of Instruction. The Faculty Senate President shall chair the committee. The following process shall be followed:

L.1. The requester shall petition the Faculty Senate President in writing to reconsider the decision.

L.2. The requester shall provide the Faculty Senate President with a copy of his or her "PVCC Faculty Travel Committee Request for Funds" form that was disapproved, a copy of their "Maricopa Community Colleges Travel Request Form 190-9A,” and a copy of literature that outlines the travel activity.

L.3. The Faculty Senate President shall call a meeting of the Faculty Travel Review Committee to reconsider the decision. The requester shall be invited to the meeting to plead his or her case. The committee shall conduct any fact finding that they deem necessary and shall have five working days after the meeting to make a decision. The decision of the Faculty Review Committee is final. The Faculty Senate President shall report the decision of the committee to the requester and to the Faculty Travel Committee. All arbitrations shall remain confidential.

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M. Budget Allocation Policy

M.1. Starting with fiscal year 2008-2008, the limit on the maximum amount faculty may be funded from the Faculty Travel Funds before the last working day in April will be $1,200. If there are remaining travel funds after the last day in April, the "Formula for Distributing Remaining Travel Funds" will be implemented to divide those remaining funds among all faculty who have incurred travel expenses in excess of $1,200, up to a maximum of $2,000.00 per each faculty. If there are still remaining funds, then faculty who have incurred travel expenses in excess of $2,000.00 will be reimbursed according to a second application of the formula, until either all travel expenses have been reimbursed, or until the remaining travel funds are disbursed.

M.2. Faculty are encouraged to apply for funds in excess of $1,200 in the event that monies are still available in the budget after the request for funds deadline of the last working day of April.

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N. Process for Distributing Remaining Travel Funds

N.1. After the last working day of April, the Faculty Travel Committee Chair shall consult with the cashier's office to determine the extent of travel budget monies available for distribution.

N.2. If monies are available, the cashier's office will inform the Faculty Travel Committee Chair regarding which faculty members were out-of-pocket for travel expenses and the exact amount of monies each is qualified to receive.

N.3. The Faculty Travel Committee Chair shall follow the Facult Travel Committee's formula for distributing remaining travel funds to approve requests for additional funding.

N.4. The chair shall inform the cashier's office, the Faculty Travel Committee, and the travelers regarding additional monies approved.

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O. Formula for Distributing Remaining Travel Funds (2002-2003)

Dollar value of funds left over divided by the dollar value of additional funds requested = percent of each additional fund request to be funded.

For example:

$1,000.00 in travel funds remaining

$2,000.00 in additional travel fund requests

$1000.00 divided by $2,000.00 = %50.00.

Therefore, 50% of each request for funds would be funded.

To request funding for travel: click on and download to your computer the MS Word document: Travel Request Form

MCCCD © 2008 • gary.smith@pvmail.maricopa.edu
Last Revised: 10/20/2008