Travel Committee

PURPOSE:

The Faculty Senate Travel Committee is a recommending body that evaluates the academic merit of a particular trip for Out-of-State and International travel. Final approval for any travel is processed through the Vice President for Academic Affairs, and the Financial Services Department is responsible for the processing of disbursements of funds. In-State travel is handled through the corresponding Department Chair. Administrative Faculty and Classified Staff travel is handled through the corresponding Vice President.

PROCEDURE:

1. Decide on Conferences as Early as Possible
2. Contact your Department Chair for Registration Fees
3. Fill Out the Travel Application Form
4. Attach Support Letters and Proof of Event, if Needed
5. E-Mail Completed Travel Package to the Committee Chair, Eric Hutchinson
   - Incomplete Application Packages Will Not Be Processed
6. Expect Decision in 3-4 Weeks
7. Upon Approval: Submit Spend Authorization in Workday
   - Estimates Needed
   - See Instructions on Workday Tab
8. Travel. Save Receipts for Taxi/Uber, Hotel & Airline. Save Event Program
9. Upon Return: Submit Expense Report in Workday to get Reimbursement
   - See Instructions on Workday Tab

FUNDING AMOUNTS:

Presenter (proof of presentation must be attached to the application): $1500*
-  *$1800 from March 2023-February 2025

Official Duties (proof must be attached): $1300*
- *$1600 from March 2023-February 2025

Attendee: $1200*
- *$1500 from March 2023-February 2025

RULES:

Application packages must include a completed Travel Request Form.

Letters of Application will serve as the primary source of consideration. Insufficient Letters may result in a recommendation to deny the request.

Requests not received by the appropriate deadline will be denied.

Requests for reimbursement AFTER travel has occurred WILL be denied.

Funds are limited, therefore, requests for support will be considered on a first-come-first-served basis. Keep in mind; a request for support may be submitted several months in advance (e.g., requests for summer travel).

The Financial Services Department is responsible for the processing of disbursements of funds.

Once the traveler receives (or is notified of) an approved travel request, appropriate travel arrangements can be made. Beginning September 30, 2024, Business Travel & Tours (BT&T) will provide travel agency services and support for CSN’s business travelers. The BT&T agent assigned to CSN is Jeri Jones, who can be reached via PH: 1-775-324-1777 or Email: jjones@btttravel.com. If driving, the traveler should make his/her own arrangements.

All CSN Travel Policies and Procedures must be followed. Questions about the policies or assistance on completing the travel claim can be directed to Robert Sharp in Financial Services, at 702-651-4027.

NOTIFICATIONS:

Upon the Travel Committee's recommendation of the acceptance or denial of a request, the faculty member, the appropriate supervisors, and Financial Services will be notified. Once this notification has been sent, the Travel Committee's portion of the application procedure is complete. If recommended for support, the faculty member must then follow the remainder of the procedure in Workday, as indicated by Financial Services. As a courtesy, that procedure is listed on the Workday tab.

Faculty are limited to a single instance of funding support during each of the summer, fall, and spring semesters, with a maximum of two trips per academic year.

PRESENTER & OFFICIAL DUTIES:

If you are requesting the Presenter-level or Official Duties-level funding support, your application package must be submitted at least 60 days prior to travel. If proof of Presentation or Official Duties is not available 45 days prior to travel, you may only be approved for the Attendee Cap. When the said proof is presented to the Committee, the Cap will be updated, accordingly.

ATTENDEES:

If you are requesting the Attendee Cap, materials must be submitted to the Travel Committee at least 45 days prior to travel.

If you are requesting support to attend a certification or specialized training, materials must be submitted to the Travel Committee at least 30 days prior to travel.

Academic Faculty Travel Policy

Travel Request Form
*To fill out the form download it to your desktop. Some browsers/security settings will not allow you to fill in the field until you have downloaded it first.

CSN Travel Manual

PRIOR TO TRAVELING:

1. Complete a Spend Authorization, including a request for approval of a Lodging Rate Exception, if needed, in Workday immediately upon receipt of approval from the Faculty Senate Travel Committee.
   1. Follow the information text in the header of the Spend Authorization.
   2. Specify the Faculty Senate Travel Committee Account Number (Unit: CSN 14: Cost Center CC1194; Fund: FD201: Function: FN60; Program PG06907) on the Spend Authorization.

2. Submit the Spend Authorization in Workday for approval. A Spend Authorization MUST be approved in Workday at least 10 working days prior to travel.

3. Make appropriate travel arrangement after the Spend Authorization is approved in Workday.

UPON RETURN:

Complete and submit an Expense Report in Workday within 15 working days of completion of the approved travel. All supporting documentation including, but not limited to, the Faculty Senate Travel Committee’s approval letter, flight itinerary and ticket, hotel bill, conference materials, proof of mileage, and any parking or ground transportation receipts must be attached to the Expense Report. Only expenses that are in compliance with the Travel Manual and within the approved Cap established by the Faculty Senate Travel Committee will be reimbursed.