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Faculty Travel Funding Guidelines

*NEW!* Special Instructions for Using Travel Awards to Reimburse Pandemic-Impacted Travel


FAQs for Trips Impacted by COVID-19


*NEW!* Special Instructions for Future Travel Funding Requests

In consultation with the UConn AAUP leadership, we have established temporary, special instructions for submitting funding requests during the pandemic.

  • Virtual conference or professional development:
    • You may submit a request now
    • Please type “VIRTUAL” in the Destination field. This, combined with entering a dollar amount only in the Registration field, will serve as clear identification of this type of submission for reviewers
  • In-state conference or professional development:
    • You may submit a request now
    • Please type “In-state” along with city/state in the Destination field
  • Out-of-state conference or professional development:
    • Faculty should wait to submit a request until after the travel ban has lifted.
    • Requests will not be reviewed or approved at this time.
  • Out-of-state essential research travel:
    • Out-of-state essential research travel must first be approved by your dean/EVP. To submit a request, please visit the Office of the Provost’s COVID-19 FAQs webpage for instructions. Each request should include an explanation of why this travel is essential at this time, and how you will ensure your safety and the safety of others in the course of your travel. Each request will be evaluated and a response will be provided.
    • After you have obtained approval from your dean/EVP, you may submit a funding request.
      • Email a copy of your dean’s/EVP’s approval to research@uconn.edu at the same time as you submit your funding request.
  • Requests for funding for out-of-state travel without an approved exception will not be reviewed or approved.

These special temporary measures will help minimize confusion and cancellation burdens for staff and faculty. Once the travel ban has lifted, we will send announcement that faculty may resume submitting requests as normal.

Both AAUP and OVPR pools may support virtual conferences. The AAUP pool remains the sole source for Attendance Only, and the OVPR pool remains restricted to Active Participation (presenting current research). Requests will continue to be reviewed in the order in which they are received, including after travel restrictions have been lifted.


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.

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Request Windows

Common Request Portal

Fall travel = Trips occurring July 1 – Dec. 31, 2020
Request Window Opens June 1

Spring travel = Trips occurring Jan. 1 – June 30, 2021
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.

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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 UConn 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 UConn 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

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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 UConn 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 faculty in Medicine or Dental Medicine, lecturers, adjuncts, visiting faculty

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    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.

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    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:

      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.

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        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

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        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

        Reminder: Per updated UConn Travel Policy “reimbursements submitted over 120 days after travel is complete will not be reimbursed even with the approval from a Dean, Director, or Department Head.”

        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.

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