• uconn
Page content relevant to:

Faculty Travel Funding Guidelines

Quick links to sections below

Before You Apply
Request Windows
Funding Sources and Criteria
Faculty Eligibility
Covered Expenses
Request Process
How to Change/Cancel
Post-Trip Requirements – Reimbursement Process

 

Before You Apply

Before making travel arrangements or traveling, all faculty must:

Receiving an AAUP/OVPR Travel Award does not infer that such travel has been approved by the University, only that the awardee has funding available to reimburse expenses from approved travel.

Due to the popularity of this program and demand exceeding supply of funds, faculty are encouraged to apply as soon as they are aware of the travel opportunity. Funds are limited, and awards are not guaranteed.

Requests for reimbursement must be submitted within 60 days of travel ending.

Once all funds for the FY are fully committed, the OVPR reserves the right to close down the request portal so that no new requests may be submitted.

Back to top

 

Request Windows

Common Request Portal

Fall travel = Trips occurring July 1 – Dec. 31, 2019
Request Window Opens June 1

Spring travel = Trips occurring Jan. 1 – June 30, 2020
Request Window Opens Nov. 1

Trips spanning funding periods or fiscal years will be considered part of the period or year in which the greater number of travel days occur.

Requests will be considered on a first-come, first-served basis. Due to the popularity of this program and demand exceeding supply of funds, faculty are encouraged to apply as soon as they are aware of the travel opportunity. Funds are limited, and awards are not guaranteed.

Back to top

 

Funding Sources and Criteria

This program unites two sources of faculty travel funding under a common set of guidelines and through a common request portal.

Funding pools run on the fiscal year (FY) cycle (July 1 – June 30).

Award funds cannot be transferred in part or in whole to other trips.

AAUP Professional Development Fund

  • Per AAUP contract (applicable to Storrs and Regional Campus), “each eligible full-time faculty member shall, upon request, receive up to $2,000 from the Professional Development Fund for any academic-related travel expenses…
  • so long as such funds are available” (Article 19.6, Sec. F, Item iii).
  • Academic related travel
    • Related to research and teaching-focused conferences, academic workshops, and other professional development opportunities
    • Includes transportation, lodging, registration, per diem, etc.
  • 1st source of funding for all requests (regardless of type of participation)
  • Per AAUP contract, 30% of AAUP Professional Development Fund will be reserved until February 1 for “junior” faculty (defined as terminal degrees earned within past 7 years; Article 19.6, Sec. F, Item iv).
  • Sole source for non-active participation (aka Attendance Only)

OVPR Faculty Travel Fund

  • Augments the AAUP funding
  • Added requirement that funds only support dissemination of research results (active participation as a speaker/presenter) at conferences/professional workshops
  • Awarded only when AAUP funds are expended or otherwise not available

Back to top

 

Faculty Eligibility

Eligibility varies based upon funding source.

Individual maximum of $2,000 is inclusive of both AAUP and OVPR funds and runs on the fiscal year (FY) cycle (July 1 – June 30).

Per AAUP contract, 30% of AAUP Professional Development Fund will be reserved until February 1 for “junior” faculty (defined as terminal degrees earned within past 7 years; Article 19.6, Sec. F, Item iv).

AAUP fund

  • Full-time UConn faculty
  • Members of the UConn AAUP
    • Includes regional campuses, full-time Lecturers, Adjuncts
      teaching 2 or more courses now and each semester for the past two years
    • Excludes faculty in Law, Medicine, Dental Medicine

    OVPR fund

    • Full-time UConn faculty
    • Members of the UConn AAUP
      • Includes regional campuses, Law School
      • Excludes lecturers, adjuncts, visiting faculty

    Back to top

     

    Covered Expenses

    All awards are made for the reimbursement of travel expenses only.

    All expenses reimbursed must adhere to UConn Travel policy.

    Award funds cannot be transferred in part or in whole to other trips.

    Back to top

     

    Request Process

    Common Request Portal

    One trip per request

    • Submit at least 10 days prior to departure to ensure adequate processing time.
      • Requests submitted fewer than 10 days before departure may not be processed before your travel begins.
      • Requests cannot be funded once travel has commenced.

      Before making travel arrangements or traveling, all faculty must:

      • Obtain pre-approval from their department or unit head (per AAUP contract)
      • Obtain pre-approval from Global Affairs if traveling internationally to a region under U.S. State Department Travel Advisory
      • Obtain written pre-approval from OVPR Export Control before booking travel to embargoed regions
      • Obtain pre-approval from Controller if destination is subject to State travel ban

      Trips spanning funding periods or fiscal years will be considered part of the period or year in which the greater number of travel days occur.

      Requests will be considered on a first-come, first-served basis. The amount awarded will be determined by the qualifying amount providing all budgeted funds are available, individual fiscal year allotments have not been reached, and all of the submitted information is accurate.

      Due to the popularity of this program and demand exceeding supply of funds, faculty are encouraged to apply as soon as they are aware of the travel opportunity. Funds are limited, and awards are not guaranteed.

      Need to make changes? Please email your detailed request to research@uconn.edu.

      Did you cancel your trip? Please email research@uconn.edu to let us know.

      • Award funds cannot be transferred in part or in whole to other trips.
      • Unused funds will be returned to the funding pool for redistribution.
      • Value of unused funds will be returned to the traveler’s annual fair share maximum

      Status Markers

      • Pending: Your request was successfully submitted and is awaiting review
      • Approved: Your request was funded
      • Not Funded: Your request was not funded. Some, but not all, possible reasons are listed below. Reviewers often make notes which can be found near the top of the notification email.
        • You have already reached your $2,000 limit for the fiscal year
        • All monies from the AAUP and/or OVPR funding pools are fully committed for the travel period (i.e. Fall or Spring)
        • You did not submit 10 days prior to departure, allowing reviewers sufficient time to process your request, and funds cannot be awarded once travel has begun
          • It may be the case that committed travel funds will go unused. Unused funds will be returned to the appropriate pools from which they originated, and applications previously Not Funded due to drained pools will be reconsidered in the order in which they were originally submitted, provided the proposed travel dates have not yet come to pass.

        Back to top

         

        How to Change/Cancel

        Need to make changes? Please email your detailed request to research@uconn.edu.

        Did you cancel your trip? Please email research@uconn.edu to let us know.

        • Award funds cannot be transferred in part or in whole to other trips.
        • Unused funds will be returned to the funding pool for redistribution.
        • Value of unused funds will be returned to the traveler’s annual maximum

        Back to top

         

        Post-Trip Requirements – Reimbursement Process

        Please collaborate with your department’s staff to request reimbursement of expenses upon completion of travel.

        All awards are for reimbursement of travel expenses only.

        • Reimbursements from OVPR award funds must include evidence of active participation.
        • See also “Covered Expenses” above.

        Requests for reimbursement must be submitted within 60 days of travel ending. This mirrors UConn Travel policy.

        Awards expire after 90 days

        • Awards will be closed after this period
        • Award funds cannot be transferred in part or in whole to other trips.
        • Unused funds will be returned to the funding pool for redistribution
        • Value of unused funds will be returned to the traveler’s annual fair share maximum
        • Exceptions only in special cases and with significant justification
        • Exceptions must be requested before award expires

        Staff members: When charging the travel award account in KFS, please include the award number in the line item description. Also, please include in a Note the AAUP/OVPR Travel Award # and attach it. If not all award monies were used, you are also encouraged to note this, and by how much.

        Back to top