Guidelines for Travel Reimbursement
By
terms of the CUNY-PSC contract, the College (hence, this Division)
receives a certain amount of money each year to reimburse faculty for
travel costs associated with their participation at professional
meetings. Full-time faculty members may apply to the Dean's Office for subsidized travel expenses only (no room and board or registration fees). Reimbursements will be honored, at the discretion of the Dean, until the Division's travel allocation for the given year is exhausted.
Application procedures are as follows:
- Your request must be made to me in writing, as soon as your
conference participation has been confirmed. Actual participation, not
mere attendance, is a prerequisite for reimbursement; exceptions for
librarians who wish to attend professional development meetings related
to their on-campus responsibilities will be considered when recommended
by the Chief Librarian.
- Your letter of application must include an estimate of travel costs and the purpose of the trip.
Approved requests will be logged in, according to the order in which they are received, and vouchers with instructions will be sent to the applicant. In order for reimbursement to be approved by the state, original airline or train tickets
(no copies!) and a program or similar documentation of participation
must be provided with the completed voucher. Electronic ticket holders
must submit boarding passes. Reimbursement cannot take place until after
all documentation is received. Moreover, I reserve the right not to
approve reimbursement when Queens College is not given as the academic
affiliation in official conference programs and the like. “The CUNY
Graduate School” or simply “City University of New York” is not
acceptable.
Finally, pleased be advised that the fiscal year ends on June 30 and
that all vouchers with supporting material (tickets, programs, etc.)
must be submitted by July 7 in order for reimbursement to be made by the State of New York for expenses incurred before July 1.
Should there be any questions on procedures, kindly call Myra Berman in the Dean's Office, 997-5790.
