Administrative travel is defined as travel that is necessary to the basic functioning of Fondren Library. It includes formal representation of the library, training necessary for satisfactory individual job performance, and other appropriate events. When travel is designated as administrative, all travel-related expenses allowable under IRS, University (see  http://professor.rice.edu/professor/Travel_Policy.asp , http://cohesion.rice.edu/Administration/paymentsolutions/emplibrary/ACF662.pdf), and Fondren Library guidelines are paid in full from the library budget. Where guidelines differ, the more specific set of guidelines takes precedence over the more general ones.

In general, non-representative travel for the purpose of developing a staff member beyond satisfactory performance in a position falls under staff travel (http://library.rice.edu/about/employment/staff-resources/

training-and-development/travel-and-development-guidelines/). In the formula for staff travel, the library and the individual staff member share both the inclusive costs and benefits of attendance at an event. In certain cases, such as a conference preceded by a pertinent pre-conference workshop, one trip might involve both staff travel and administrative travel.

If the Vice President/University Librarian (VP/UL) directly requests that a staff member travel for the library, administrative travel may be assumed. If a staff member becomes aware of an event that might qualify for administrative travel, but is unaware that the VP/UL or Director has asked anyone to attend, he should approach his supervisor with an informal, preliminary proposal for administrative travel. The proposal should include: basic information about the event, who is proposed to attend, approximate inclusive costs per person, and projected benefits to the library. If the supervisor supports the proposal, she should promptly forward it to the VP/UL for a decision. Electronic information and communication is to be preferred, when possible, for quick processing.

When possible, administrative travel requests should be made well in advance, to take advantage of any discounts and allow for smooth budgetary planning. Even qualified events may not be approved when library funds are unavailable.

An administrative travel form is available from the Administrative Office and on the library intranet, and is reviewed regularly by that office. Even in cases when the VP/UL or Director has requested the travel orally or through informal written communication, a completed travel form with all appropriate signatures should normally be on file before travel begins.  If such a form is not on file, travel may not be reimbursed.

Reimbursed expenses for an event will normally not exceed those estimated on the completed travel form for that event. If actual expenses are less than the estimate, the staff member is eligible for reimbursement of the actual expenses only. University policy requires the staff member to certify that all submitted amounts were expended in connection with valid University business and in compliance with its policies and procedures.

Questions about this policy should be directed to the Vice Provost and University Librarian.

Approved by Sara Lowman, Director of Fondren Library
October, 2002

Updated, 6/10/08