Spark | DRAFT COAS - Faculty Travel, Development and Research Procedure

Jason Hemann Jason Hemann

Jason Hemann Assistant Professor of Computer Science Seton Hall University ---------- Forwarded message ---------- From: John T Saccoman <John.Saccoman2@shu.edu> Date: Oct 24, 2023 at 10:14 -0400 To:

Marco T Morazan Tijana Minic

Jason Hemann
Assistant Professor of Computer Science
Seton Hall University

John T Saccoman

More information on the New World Order regarding travel. J John T. Saccoman, Ph.D. Professor and Chair Department of Mathematics and Computer Science Seton Hall University Email: saccomjt@shu.edu Office: McQuaid Hall, 212B Phone: 973-761-9467 Our latest book: https://www.elsevier.com/books/linear-algebra/bronson/978-0-12-823470-9 Keep up with department events: https://blogs.shu.edu/math-cs/ “Success is not final, failure is not fatal: it is the courage to continue that counts.” --Winston Churchill

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Sheila F Riley

Dear Department Chairs and Program Directors, We wanted to share an updated Faculty Travel, Development and Research procedure for the new 23-24 academic year. Please let us know if you have any questions or concerns before the end of next week. This year we asked for a significant increase in the travel budget in March and again in May. We received an increase to $1500 per faculty. The request of $2200 was declined because the year-to-date expenses did not warrant this higher increase. The timely submission of expense reports is critical: it protects the travel budget from being reduced; it could potentially help us secure more funding. Over $80K in travel expense reports were received in June 2023, some for as far back as July of 2022. We might have received the higher increase in the travel afforded each faculty member if expense reports were submitted sooner. It was a lost opportunity we hope to avoid this year. Here are steps to help create some efficiencies and to secure our travel budget fund. Faculty Travel, Development and Research Request Form 1. Requests for travel or research support should be preapproved and made by completing the Faculty Development Support Program Request form (see attached). 2. Include with the request a meeting agenda/brochure, a justification for attendance and an estimated budget including all expected travel costs, for example conference fee, accommodations, airfare and estimated food costs. 3. For larger conferences that are likely to draw participation from multiple faculty, consider discussion with peers on appropriate number of participants and how information will be shared upon return. 4. Completed forms should be submitted to the department chair or secretary. Some chairs have a set date for submission in the fall to help plan with the allocation of the department budget. Reimbursement made with Travel Expense Report (Employees only) 1. The completed travel and expense report must be submitted within 2 weeks of completion of the activity. The form can be located on the Pirate Portal or obtained from the department secretary. Be sure to include your campus wide identification number. 2. An electronic copy should be submitted to the department secretary. This allows us to make corrections, when necessary. 3. Itemized receipts are required, should be numbered and submitted in a separate pdf. 4. It is important to consider the distinction between "business related meals" vs. "meals while traveling". 5. Any reimbursements for a meal need a business purpose and list of attendees. 6. International travel receipts should be converted to US dollars and reflect the exchange rate used. 7. Attach the approved travel request form and submit to the department chair and secretary. This procedure approved by Dean Farina was reviewed with the Department chairs, accounts payable and grants accounting. Best, Sheila and Jonathan 9.