NYCCT PDAC Travel Reimbursement Guidelines and Proposal, 11/1/14

/ NEW YORK CITY
COLLEGE OF TECHNOLOGY
The City University of New York
Office of the Provost
300 Jay Street, Namm 320
Brooklyn, NY 11201
Ph: (718) 260 – 5560
Fax: (718) 260 – 5542
NEW! Guidelines for Professional Development Advisory Council (PDAC) Travel Funding and Proposal Form Using CUNYfirst: 2015-2014
1. Overview
The mission of the Professional Development Advisory Council (PDAC) of New York City College of Technology is to support the professional development of City Tech’s faculty. PDAC awards travel funds for professional development activities such as conferences, workshops and seminar travel. Applications are reviewed by PDAC and those that best demonstrate support and advancement of scholarship aligned with the college mission are funded. The maximum amount awarded per academic year per faculty member is $1,500. Important deadlines follow:
Table 1: Deadlines for PDAC Applications and Award Notification
Travel Dates / PDAC Application Due / Award Notification
2/1/2015-6/30/2015 / 12/1/2014 / 12/21/2014
4/1/2015-6/30/2015 / 2/1/2015 / 2/21/2015
7/1/2015-1/31/2016 / 5/1/2015* / 5/21/2015*
11/1/2015-1/31/2016 / 9/1/2016* / 9/21/2015*
*tentative
2. Eligibility
Tenured faculty members and full-time lectures with Certificate of Continuous Employment (CCE) are eligible for 100% of allowable PDAC funding (see guidelines which follow) for active participation (presenter, chair of session, etc.) at an event and 50% of allowable PDAC funding for attendance only at an event (up to the $1500 limit).
Untenured, tenure-track faculty members and instructors/lecturers before award of the CCE are eligible for reimbursement of 100% of the allowable PDAC funding for either attendance or participation (up to the $1500 limit).
Full-time substitute faculty members are eligible for reimbursement of 50% of their conference/workshop registration fees for either attendance or participation (up to $300 limit).
Part-time faculty, while not eligible for PDAC funding, may apply for professional travel funds through PSC-CUNY’s Adjunct-CET Professional Development Fund.
3. Allowable PDAC Funding (may not equal actual expenses)
Travel requests to the PDAC exceed available funding. Other sources of funding, particularly from academic deans, are often available. An allocation formula has been developed to assure reasonable access to funding. The formula set limits on conference registration fees, transportation costs, lodging, meals and incidental expenses (M&IE). Knowing what you are eligible to receive from PDAC will help you plan any additional requests for funding and make travel arrangements within your budget. The allowable PDAC funding is based on four categories of expenditures:
1. Conference registration fees up to a maximum of $600.00
2. Per Diem Lodging up to a maximum of four days (event days plus one travel evening). The default per diem lodging is $77/day, the allowed rate for international travel.
3. Per Diem Meals and Incidental Expenses (M&IE), up to a maximum of five days (event days plus one travel day). The default M&IE per diem is $46/day, the allowed rate for international travel.
4. Transportation expenses up to $600. Travel should be by the most economical method. Coach and excursion fares should be used whenever possible. Air travel should be used only in those instances where it is clearly in the best interest to do so. While travelers may book first or business class tickets, the maximum reimbursement is the cost of a coach ticket. Destinations within 35 miles of your home or the college are not eligible for travel funding. Other NYS funding restrictions may apply.
If applying for supplemental funding for professional travel in addition to PDAC awards, please get approval for reimbursements from whoever oversees the other funding source (Dean, Chair, etc.) prior to submitting the Travel Authorization request.
4. Applying for PDAC funding and reimbursements
1. Submit the PDAC Application by the deadline (see Table 1 above). Please submit to:
Arts and Sciences:
Professional Studies:
Technology and Design:
2. PDAC will review applications and send award letters via email to those receiving funds. Please contact Ms. Amoy Ansell, , 718.260.5560 if you do not receive notification by the deadline (see Table 1).
3. After the award letter is received and before travel occurs, the CUNYfirst Travel Authorization application (5 Easy Steps to Create a Travel Authorization) should be submitted for approval. Attachments should include the award letter, the completed class coverage form signed by the department chairperson and any supporting documentation required by supplemental funders (deans, etc.). Incomplete proposals will be not be approved and will be sent back for revision. Once the travel authorization is approved the funds are encumbered.
4. With 10 days of returning from travel or before June 30, 2015, whichever comes first, the CUNYfirst Expense Report should be submitted (5 Easy Steps to Enter Your Expenses). Please include the following attachments:
a. All required receipts with allowable expenses showing a $0 balance for eligible travel completed as described in your PDAC application
b. Event documentation showing the dates and location and any evidence of your participation in the program.
c. Abstract of research project or activity describing your role at the event and its professional development value. If permission was given on the PDAC application, your abstract may be posted on the College PDAC website for dissemination.
5. Once the Expense Report is approved, a request is sent to NYS for reimbursement through your regular means of payment from the college (direct deposit, check at Bursar’s Office, etc.).

Page 2