BSI/HSI Travel Money

I’m pleased to announce that, with the blessing of Vice President Cuaron and Dean McDonald, all ESL faculty can apply to use Basic Skills Initiative and Hispanic-Serving Institution moneys for conferences and workshops directly related to those fields, providing those who attend provide a report to the BSI/HSI Committee about what the conference offers that would assist our efforts at Palomar in those areas. This post-conference report can be a written or verbal presentation to the BSI/HSI Committee regarding ideas/information/contacts, etc. that might be of assistance to the ESL Department specifically and our BSI/HSI programs on campus more generally.

Here are specific guidelines for the travel money:

1. Make sure the conference or workshop to travel to is directly related to the fields of Basic Skills or Hispanic-Serving Institution.
2. Register early to take advantage of any early-bird discount.
3. Register as a member of the association that organizes the conference or workshop to take advantage of any possible reduced rates. However, individual membership dues are not considered part of the travel expenditures.
4. Seek group discounts if more than a few colleagues are planning on registering for the same conference or workshop.
5. Buy air tickets well in advance at discount airfare sites such as http://www.southwest.com/.
6. Reserve hotel rooms at a rate no greater than the lowest rate of the event hotels.
7. Explore the possibility of sharing hotel rooms with appropriate colleagues who are planning on attending the same conference or workshop.
8. Consider carpooling with colleagues who are planning on attending the same event.
9. Use the standard business mileage rate and meal reimbursement rate as defined here: http://www.palomar.edu/fiscal_services/LeftNav/ReimbursementRates.html.
10. Fill out this “Request for Travel Approval / Claim for Travel Expense” form online: http://www.palomar.edu/fiscal_services/LeftNav/Travel%20Claim%20Form_FY08-09_2.pdf, including the top portion, the left “Request / Approval for Travel” portion, and the bottom box for “Purpose of trip, remarks, details.” This last box is where you indicate how you will share and implement ideas post-conference. If you need additional space, attach a separate sheet.
11. Print out the completed form, sign and date, and submit it to the dept. chair for first-level pre-approval. The chair will forward pre-approved requests to the dean. However, both the chair and the dean may limit the number of requests by—
    a. how much we can spend
    b. how many people we can support for the same event
    c. how close we are to the registration deadline
    d. how strong a post-conference commitment is as indicated in the request remarks or an accompanying proposal.
12. Keep your “Request / Approval for Travel” form once it is approved and returned to you.
13. Complete and sign the right “Claim” portion of your approved “Request / Approval for Travel” form upon your return from the event.
14. Submit the completed form along with specified documentation to Monica for further processing in order to receive your reimbursement check.

Please contact me with any questions or concerns. Thanks!