98 · Representative Documents: Travel Policies
North Carolina State University
NCSU Libraries Travel and Training Guidelines and Procedures
I. Purpose and Eligibility
The NCSU Libraries encourages professional involvement and work-related
development for library staff. Continuing development and education benefit the
Libraries, the university, the profession, and the individual. Travel funding and release
time provide support for this facet of a dynamic library program. Travel must be in
accordance with state and university policies.
Library personnel may request funds to provide assistance to attend professional
conferences, workshops, courses, seminars, symposia, etc. (the term "meeting" will be
used in this document to refer to all of these events). Employees in regular positions
who have at least half-time appointments are eligible to request travel support. Support
for professional development that requires international travel is normally limited to
reimbursement of registration. The Libraries does not support travel within 3 months of
an employee's separation from the NCSU Libraries.
Those requesting funding and/or release time for travel must demonstrate that
meetings attended are work-related and will enhance job performance, competence, or
professional growth. Because the benefit of the experience is shared by the Libraries and
the individual, and because funds are limited, the cost of travel for development is
usually shared by the individual and the library. Travelers are expected to exercise the
same care in incurring expenses that a prudent person would exercise if traveling on
personal funds. Excess costs, circuitous routes, upgrades and luxury accommodations,
as well as costs incurred for convenience or personal preference, will not be funded.
Non-exempt staff attendance at training and development meetings must be strongly
related to position responsibilities, as time attended is considered time worked under
the Fair Labor Standards Act. Non-exempt employees must include travel time to and
from meetings as time worked. Non-exempt staff and supervisors considering requests
for travel authorization outside the Triangle should consult with Personnel Services for
guidance on calculating and recording time worked to prevent unauthorized accrual of
Essential travel: Occasionally, due to budget constraints, travel may be restricted to that
which is considered essential. The Libraries considers travel to be essential when the
requester is the chair, officer, or member of a major committee or of the sponsoring
organization; is listed as a speaker or awardee on the published program of a
professional meeting; is attending a meeting that has been approved as a primary
meeting; or when the sponsoring agency is covering the traveler’s expenses. The state or
the university may impose more restrictive limitations.
II. Categories of Travel
Administrative Travel Travel to serve as an official representative of the Libraries as
authorized by the Vice Provost and Director of Libraries.
Digital Library A subset of Administrative Travel, to further digital library
programs and services.
Fellows A subset of Administrative Travel to support NCSU Libraries
Fellows. ALL Fellows travel and training must be paid from
this stipend; Fellows are not eligible for other travel/training
categories. See Appendix 2 for Guidelines.