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. My policy is to allow each full-time faculty member up to $400 of subsidized travel (no room and board or registration fees) in any given year until the Division's travel allocation runs out.

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 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, 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 Mrs. Myra Berman in the Dean's Office, 997-5790.

Tamara S. Evans, Dean
Arts & Humanities