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This document describes the UCSC Library policies and procedures relating to travel on official business, professional development and research, and other training opportunities available to career librarians. All travel must be approved in advance of absence from the campus.
The following categories are identified on the Librarian Request for Support:
1. The Section Head may have final approval for administrative travel for time off of 12 hours or less (excluding an overnight stay), funding support for non-transportation expense of $30.00 or less per event, and transportation costs within a 100 mile radius of Santa Cruz per event.
2. R&P/D funding requests are evaluated by the LAUC/SC Research and Professional Development Committee and a recommendation is forwarded to Financial Services. Transportation related expenses for travel within a 100 mile radius of Santa Cruz are charged to Administrative rather than R&P/D funds.
3. The Assistant University Librarian for Human Resources has final authority for all requests, excepting those described in 1 above.
Meetings for which attendance is required by virtue of assignment to Systemwide Operations and Planning Advisory Group (SOPAG), its Task Forces and Strategic Issue Groups and all campus groups such as Heads of Technical Services; the Systemwide Steering Committee; and other constituted advisory and planning structures. Also fact finding, donor cultivation and other travel undertaken at the direction of the University Librarian are included. Predetermined multiple travels due to a committee assignment should be combined on one request, if possible.
Includes meetings, conferences, and other professional development activities, including research, which are administered by the LAUC-SC Committee under the authority of the University Librarian. It is advisable to report or project all allowable expenses, even those not reimbursed, due to the year-end redistribution process.
Classes and programs offered by campus Training and Development that are open to all career employees.
Includes attendance by official representatives at LAUC Assemblies, LAUC Executive Board meetings and LAUC committee meetings. Occasionally other systemwide offices authorize payment for travel on University business.
1. PRIOR TO THE EVENT the employee fills out the "LIBRARIAN REQUEST FOR SUPPORT" form for all requests involving money and/or for events over 12 hours. In addition the "UCSC Travel Request and Advance Request" form must accompany any request that involves an expense with the exception of on-campus Training and Development classes.
2. The employee forwards the completed form(s) and any supporting documentation to her/his supervisor and/or Section Head for comments and recommendations. The supervisor and/or Section Head signs the "LIBRARIAN REQUEST" form only. If there are no costs or overnight stay involved, the form is returned to the employee following Section Head review.
3. R&P/D requests are forwarded by the Section Head to the current R&P/D Committee Chair for review. Upon approval the request is forwarded to Library Financial Services.
4. Non-R&P/D requests are forwarded directly to Library Financial Services and subsequently to the AUL-HR. Once approved, a copy of the approved request is sent to the employee by Financial Services.
5. Specific instructions for categories of requests or travel needs:
For travel and off-campus programs, the employee is responsible for making his or her own travel arrangements and reservations, once the request has been approved. Use of campus issued corporate VISA Card is recommended (application available in Library Financial Services). If needed, the employee may request an "early reimbursement", for payment to be made on his or her behalf, or a cash advance. The "UCSC Travel Advance/Request" provides an area for such requests to be itemized and should accompany the original request. Note that for airfare to be paid to a local travel agency (CTS Billing), actual booking cannot be made until travel plans are approved by Library Management; please alert your service center in this case. Early reimbursements require a copy of your credit card statement and another confirming document.
For on-campus classes, the employee is responsible for enrolling in the desired class. It is recommended that the employee call to enroll upon approval by the supervisor, although attendance contingent upon final approval by the AUL-HR.
For systemwide sponsored travel, the employee is responsible for making his or her own travel arrangements. The request should specify the UCOP fund to be charged and a contact person if possible. Upon receipt of receipts (see follow-up) a systemwide Travel Expense Voucher is typed and returned to the employee for approval. Actual reimbursement may be delayed by as much as 2 months.
For R&P/D funded activities that involve a purchase of goods or services, the librarian is responsible for following standard library purchasing procedures. No goods or services can be ordered or acquired without a purchase order or recharge signed by authorized library personnel. It is advisable to consult Library Financial Services regarding details of the process.
The employee should contact the Library Office to arrange for University vehicles. Non-cancellation of a vehicle registration will result in a charge to the Library.
1. Cancellation. If an event that has been approved is not attended, the employee should inform the Financial Services Office as soon as possible. If a Training and Development class is postponed, the request is valid for the remainder of the fiscal year.
2. Post Travel Expense Form. Upon completion of the travel, the employee submits a "Post Travel Expense Form" and receipts to Library Financial Services within 5 working days, even if all expenses were paid directly to a vendor or to the employee as an early reimbursement. The employee will receive a copy of the final paperwork.
3. Training and Development classes. No follow-up is required.
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