Travel policies and procedures at Buffalo State College must conform to the policies and procedures of the state of New York. Those policies, including the travel manual and per diem rates, are available at http://www.ogs.state.ny.us/BU/SS/Trav/.
The dean's office provides travel funding for faculty and staff (although department chairs will sometimes supplement this travel award). All travel requests submitted to the dean must have the endorsement of the department chair.
Travel authorization forms should be submitted as far in advance as possible. Travel vouchers and all required documentation should be submitted as soon as the travel is complete.
Faculty Travel Process
The dean's office uses the following process for supporting faculty and staff travel:
- Travel requests are reviewed and approved as they are received. Travel requests may be submitted before official notification of acceptance at a conference.
- Faculty members are generally limited to $800 annually, however, if they are invited to present at an international conference, they may be eligible for up to $1,000 in funds. Allocations are based on the following guidelines:
-50% for attendance to a conference or workshop
-70% for presenting one paper
-75% for presenting paper and chairing a session
-80% for more than one presentation or if the department chair is the attendee.
- Requests should be submitted by February 1 for all travel within the current academic year. After February 1 the travel budget is generally encumbered for the entire year. If travel funds are available at the end of the year, additional awards may be made to faculty members who have already received $800 or those submitting requests after February 1.
Generally, the college reimburses individuals for expenses incurred during travel. All travel must be substantiated by receipts for transportation, accommodations and registration fees, if claimed. Receipts must also be submitted for parking, tolls, taxis, and other miscellaneous expenses. Meal expenses can be claimed using the per diem rates issued by the Office of General Services. In the event that driving costs exceed airfare, only the amount of an average round-trip airfare is reimbursable.
The college will generally authorize travel advances when paperwork is submitted in a timely manner. Requests for travel advances should be submitted at the same time as the travel request.
Requests for travel related to research purposes may be forwarded to the Research Foundation, however, these requests should still be submitted through the Arts and Humanities dean. The dean's office also maintains a pool of funds for travel (and other expenses) related to grant writing.
Faculty Search Guidelines
- Campus Interviews
For campus candidate interviews, local accommodations can be billed directly to the college if dean's office approval is given in advance. However, travel costs must be paid by the individual and will be reimbursed by the college. When making travel arrangements, departments should use only those hotels that offer the per diem rate.
- Recruitment at Professional Conferences
a. A department may submit a formal request to the dean's office for assistance with faculty recruitment at a professional conference.
b. The dean’s office will, on a case by case basis, fund the conference fee, travel, hotel and per diem (up to a total of $1,000) for one faculty member whose focus is on recruiting new faculty for the position, regardless of the number of searches taking place, which might be represented at that conference. Additional costs are covered by the department or departments involved.
c. Generally, the chair of the department, or chair of the search committee is the appropriate person to attend the conference if the trip is solely for the purpose of recruitment.
d. Note: This is "faculty recruitment," not an "interview," and should be so described. In the final search report, it can be mentioned that "there was faculty recruitment at a conference." Using the "interviewing" term could result in the failure of the search, since it would be perceived as giving an unfair advantage to those not able to attend the conference.
e. After the conference, the department chair is to explain this recruitment effort in a memo to the dean describing the recruitment experience, listing the number of potential candidates with whom the department representative spoke at the conference, and assessing the contributions of the experience to the recruitment process.
- By policy, we cannot invite an international candidate to campus until we have demonstrated that there are no acceptable candidates in the domestic pool.
- Although international candidates should not be excluded, keep in mind the extra travel costs. If you feel strongly about interviewing an international candidate, make it clear to the candidate that if we offer them the position and they refuse, we will not reimburse their costs.
- If we hire an international candidate, the department must cover the costs of their visa (minimum $1,800).
- The dean's office covers the cost of travel and lodging for the candidate. In addition, the dean's office will cover up to $75 per candidate for meals. Please note that all of the candidate's meals should be covered during the visit. All other costs are covered by the department.
- Consider this suggested approach as appropriate in your department's circumstances: Interview candidates in ranked order. Bring in your top choice first. If they meet your needs, contact the dean so an offer can be made immediately. If the candidate is not acceptable, invite a second candidate.
Reminder: please remember, the department always has the option to provide additional funds for recruitment costs or for any form of faculty travel.
Special Information for New Faculty
The dean's office generally provides new faculty members with $1,000 in travel funding for professional development and up to $2,000 in moving expenses. The travel funds generally are used to support conference presentations, but may be used toward a range of professional development activities. The college will only reimburse moving expenses according to the policies of the College and New York State, outlined above.
For travel related to candidate interviews, guest speakers, guest artists or other events in which an individual is traveling to Buffalo, the policies of the College and New York State apply.