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Policy No: 032
Approval Date: 06/10/2009
Historical Notes: revised 07/26/2007. 07/12/2006


New Mexico State University Library provides travel/training funds to support professional development and staff training. The Library follows NMSU travel policy as outlined in the Business Procedures Manual. All Library staff are responsible for complying with these policies.


Requests for travel funds must include a completed Travel Request Form, submitted and approved prior to travel. Requests received after travel has been completed will not be funded. In order to receive reimbursement, travelers must submit the Travel Reimbursement Request Form with all relevant receipts to Library Administration staff for processing.

Types of Travel/Training funds:

Administrative Travel:
Supports job-related travel where funding is approved by the Dean/Associate Dean, e.g. job-related training session or attending session as official representative of the NMSU Library.

  1. Funding is approved only by the Dean/Associate Dean.
  2. Supervisors must approve release time.
  3. Reimbursement is normally for actual expenses.
  4. All faculty and staff are eligible for administrative travel funding.

Faculty Professional Development:
Supports professionally-related activities, e.g. attendance at conference, meetings of library or scholarly associations.

  1. Funds are allocated by the Dean of the Library each fiscal year.
  2. Faculty initiate their travel requests.
  3. Faculty may be reimbursed only for actual expenses for accommodations and airfare. The Library cannot prepay for accommodations.
  4. Faculty members need to encumber their allocated travel funds by May 1.
  5. Supervisors must approve release time.
  6. All faculty are eligible for allocated funds.

Other Travel Funds:
Support travel as designated by a specific source of funding, e.g. grants or scholarships.

  1. Funding source must specify support for travel through a budget, written guidelines, etc.
  2. Staff submit requests for travel including account information on the funding source.
  3. Staff ensure travel is in compliance with all conditions required by the funding source.
  4. Supervisors must approve release time.
  5. Faculty and staff are eligible as specified by the funding source.