Administrative Services
Travel:
Travel Funding Policy for Professional DevelopmentOverview
Guidelines/justification for requests
Levels of participation
Local events
International events
Paid release time
Registration
Transportation
Accommodations
Internet Access Fees
Agent Fees
Telephone Calls
Travel advances
Not funded
First Time Travel Supplement
Supplemental Department Funding
Combining Personal/Leisure with Library-Funded Travel
Trip changes and cancellationsThe MIT Libraries place significant value on the growth and development of its professional/administrative staff. It is expected that librarians, archivists, and administrative staff will take the initiative to develop their own personal and professional skills and pursue a level of commitment that enables them to make meaningful contributions to the work of the MIT Libraries, the Institute, and their profession. The MIT Libraries provide support and encouragement for professional growth through established career path guidelines (in the case of librarians and archivists), counsel from senior professionals, and some level of financial support for appropriate training, development, and professional participation.
This policy pulls together relevant pieces of previous policies, attempts to dispel misconceptions, standardizes practices that have been taking place informally, and institutes new features based upon staff input and current practice at similar institutions. Its intent is to support professional development rather than to limit it, while observing the funding constraints. This policy also represents an effort to allocate travel and development funds both wisely and equitably.
The MIT Libraries' Travel Policy is based on parameters set forth in the MIT Travel Policy.
Guidelines/justification for requests: Before initiating travel requests, staff must discuss their plans with appropriate supervisors or department heads. When approving requests supervisors, department heads, and associate directors will consider and weigh factors which include but are not limited to:
· The potential impact of the event on the staff member's professional development
· Career development planning outlined in performance reviews or promotion plans
· The potential impact of learned skills or knowledge on the MIT Libraries, both locally and system-wide
· The potential impact of the staff member's absence on department activities and other department staff
· The amount of travel (funding and release time) the staff member has engaged in over the past yearNormally, a maximum of two trips per person per year are supported. All requests must be justified* and supported by appropriate local administrators in order to be eligible for funding.
*An informative and meaningful justification must be provided for each trip (in the "Justification for Attendance" section of the Request for Travel Support form). While this statement may be relatively brief, travelers are required to document their active involvement in or attendance to the event. Useful information here would be: 1) as member of _____ committee, will attend meetings to _____; 2) will attend [insert specific program title] to learn more about _____ for my work on _____; 3) will use opportunity to informally _____ to determine best practices, new models, _____, etc.; 4) will be presenting a paper or poster session on _____; 5) will visit vendor exhibits to learn more about _____; etc
The annual two trip maximum enables the Libraries' to plan and manage the travel budget among eligible staff. However, job responsibilities, established development goals, or promotion planning may warrant travel over and above the suggested maximum of two per year. In these cases, a more substansive justification, in the form of a brief (no more than one page) memo, should accompany the travel request(s), explaining the staff member's need to exceed the annual trip limit.
Levels of participation: Participation in an event may be described as either 'active involvement' or 'attendance.' Active involvement describes activities or roles such as committee officer or member, panelist or presenter, poster session presentation, program planner, etc. Attendance describes activity supporting early career development, exposure to current issues and best practices, and elective skill development. Active involvement will be funded as a high priority. However, attendance is acknowledged to be of vital importance to professional growth. For example, entry-level staff need time to become engaged in organizational work. Also, an event such as a subject specialist's academic organization may be attended for its informational value. A balance between active involvement and attendance should be represented both in individuals' career development plans and in the allocation of travel support across the system.
Local events: Events that take place within the Boston Metropolitan Area are funded, excluding overnight accommodations, unless an applicant can justify the need for an overnight stay (e.g. officer or planner in charge of an event, very early morning start time, etc.). Typically, registration, transportation (car-pooling is encouraged), and parking fees are covered.
International events: With proper justification, travel outside North America is eligible for funding. Many foreign destinations are sometimes less expensive than domestic locations. However, international trips that incur especially high expense may receive only limited funding.
Paid release time: All approved travel, including transit days, which occurs on traditional workdays, is treated as paid release time. Release time is provided for approved travel even when funding is not needed or granted.
Registration: Normally, registration is reimbursed at the membership rate. However, membership in an organization cannot always be expected. Subject specialists, systems staff, and others may attend events which are not library-based but relevant to their jobs. In such cases, non-membership rates may be funded.
Transportation: It is expected that 'lowest available airfare' will be sought, but may not always be feasible. Requests should include agents' fees when they are not included in the ticket price. In cases where numerous staff members attend the same conference, there will be a pre-approved airfare. If the airfare a traveler secures is significantly above the pre-approved rate, the Human Resources Administrator should be contacted. If a Saturday stay-over reduces the cost of a flight to the Libraries' advantage, the Libraries will fund the extra night.
Business class fares may be considered for professional travel only in extenuating circumstances. Contact the Libraries' Financial Administrator in advance of making reservations to see if circumstances meet the criteria and funding parameters.
Train travel is an approved alternative to air travel and travelers may elect to business or coach class. However, reimbursement of the train fare will be capped at the cost of the pre-approved or reasonable roundtrip airfare between Boston and the event location.
Use of personal vehicles will be reimbursed at the standard Institute rate per mile, plus parking and tolls. If requesting funding approval for the use of a rental car, contact the Libraries' financial Administrator in advance for information about institute restrictions.
Ground transportation to and from airports, including reasonable tips, and airport parking, will be reimbursed up to $30 per travel request.
Accommodations: Hotel and other accommodations are funded at a maximum of $100 per night. In general, a four-night maximum is applied. If organizational duties justify additional nights, they may be requested, with a notation supplied in the "Additional Comments or Information" explaining the request to exceed the maximum lodging allowance.Internet Access Fees: Online access fees incurred for business purposes will be covered, per day, as reasonably assessed by the hotel or other provider.
Agent Fees : Fees for travel agents are covered fully. In cases where transportation allowances have been established, agent fees are covered over and above the ticket cost.
Telephone Calls : Telephone calls are not covered for domestic travel. For international travel, one telephone call per week is covered.
Travel advances: Expenses that may need to be paid in advance may be requested (see MIT Travel Policy).
Not funded: Meals, receptions, tours.
First Time Travel Supplement: In order to encourage early involvement in staff development, Librarian/Archivist I's and professional/administrative staff will be given up to $200 in extra support for attendance at their first event. This support may be applied to any trip-related costs -- including meals, receptions, and tours -- to make the trip more affordable.
Supplemental Department Funding : In some circumstances Department Heads may elect to provide supplemental funding to staff for expenses not covered or only partially covered by the Libraries' travel budget, expenses not normally covered under the Libraries' travel policy, side-trips or site-visits, etc. The Libraries' Financial Administrator should be consulted in advance to ensure that expenses proposed to be covered by individual department funds are allowable under the MIT travel policy.
Combining Personal/Leisure with Library-Funded Travel : It is possible to combine personal or leisure travel with travel that is undertaken at the Libraries' expense. However, it is important to contact the Libraries' Financial Administrator prior to submitting the "Request for Travel Support" to clarify restrictions and determine logistics and appropriate procedures.
Trip changes and cancellations: Penalty fees will be covered by the Libraries when changes or cancellations result from family emergencies, workplace demands, or other unavoidable circumstances. The requestor will cover penalties that result from a simple decision not to attend an event. It is the responsibility of requestors to notify the Financial Administrator about cancellation or significant funding-related changes.
Revised 2/11/08
Approved by Library Council 6/5/02MIT Libraries' Public web
MIT Libraries' Staff web
