Research and Development Committee 2006-07
Profs. Coy , Poole, Piccione
Travel Reimbursement Form
III. All applications must include the following items; failure to provide the required items will mean the proposal will be returned for completion:
• An official cover sheet (extra copies available from secretaries) which must be filled out. Please provide a separate cover sheet for each travel or research request.
• A proposal explaining the activities for which funding is requested.
• An itemized budget, including the least expensive transportation costs and registration fees.
Please append copies of any registration, banquet, luncheon, taxi, etc. costs indicated by conference or workshop organizers. Please carefully research transportation costs for the lowest possible, including a Saturday overnight if necessary to drop the cost. Please note that the maximum reimbursement allowed by the state for meals is $32 per day out-of -state and $25 per day in-state, and zero within Charleston. Please do not ask the committee for more than these
amounts.
• The applicant must submit one copy to each member of the committee
IV. Because of the difficulty in keeping track of how much people actually spend of their allotted funding, and how much
the College of Charleston actually reimburses them, everyone who is awarded monies must submit the following
paperwork to the secretary:
• A Travel Authorization (TA) form (before traveling) to be signed by the chair. TA's must be approved by the dean at
least four days before travel is undertaken. For foreign travel, TA's need to be approved at least thirty days in advance.
Failure to meet these deadlines may mean loss of funds. The administration also requires that TA's for foreign travel
should be accompanied by a paragraph or two explaining why you are going.
• The original and one copy of the Travel Reimbursement Form form plus originals of all receipts. This will indicate what you actually spent. (Pat will make a copy, for the department files, of your Voucher form and all receipts in case the Controller's Office loses them, and will make a copy for your files.) Travel Reimbursement Vouchers are due in the Controller's Office no later than thirty days after your travel. Failure to meet this deadline may mean loss of funds.
• A copy of the actual reimbursement check which you receive from the College. If you receive an advance before you actually travel, please include a copy of that paper work as well. This will ensure we neither over nor under spend our
funds, and will allow the Chair and the committee to monitor both what is encumbered and what has actually been spent. Should funds be available at the end of the year, these forms will help the committee quickly reimburse people more than
originally possible.
• The committee must be notified in writing of any funds received from outside sources which are earmarked for an
activity or project for which the individual has been awarded departmental funding.
V. The committee wishes to encourage colleagues to participate in professional activities.Consequently, the committee
• Will comment on draft grant proposals colleagues wish to submit to funding bodies outside of the department.
• will work with the department Chair and administration to help compensate winners on NEH, Fulbright and other
prestigious awards so that they will not incur large financial losses if they accept these grants for a semester or year.
Research & Development Departmental Guidelines:
I. The department's guidelines will
follow the Faculty Research and Development guidelines as closely as possible.
The most important consequences of this will be that:
• All full-time members of the department are eligible to apply to
the departmental committee for funding, although preference will be given
to faculty who hold tenure-track appointments. Faculty members on leave
will be eligible for funding if their salaries are included in the calculation
that determines the research and development budget.
• Anyone awarded funding for activities during the summer and accepts
employment at another institution the following fall must return the funds
to the committee or reimburse the department for funds spent.
• Applicants must inform the department research and development
committee if they have received any other funding for their project, and
if so how much.
• All proposals must use the required application form for each project
or trip.
Please note that if funds from one trip are not completely used, department
members cannot transfer the unused funds from one trip to another.
State regulations require that we record any expenses in the fiscal year
in which the program/project/trip is predominately conducted. If your
proposal will take place during June and July, apply for funds for the
fiscal year in which the majority
of the work will be done.
II. The committee normally will allocate
funds as follows, subject to the limitations noted:
Category One: This category covers research, publication, presenting
a paper at a conference, or commenting on a paper at a conference. Applicants
may be reimbursed up to 100% of their costs.
Category Two: This category funds attending a professional meeting
as officer of an organization or chairing a session at a conference. Applicants
may be reimbursed up to 70% of their costs.
Category Three: This category funds attending a professional meeting,
workshop or pedagogical conference, and activities relating to the study
and communication of historical information. Applicants may be reimbursed
up to 20% of
their costs
• No one may receive more than $2500 during one year [July 1-June
30].
• No one may receive more than $3500 over a two year period.
• Requests for funding made before the Fall deadline (usually October
1) will be awarded at a modest level until the Committee can review all
requests and determine funding requests for the entire year.
• Persons applying for finding for research (not travel to conferences)
in amounts that exceed $1000 per year are required to apply to the Faculty
R&D committee. The department committee will make no final decision
on proposals for research until the Faculty Committee has made its decisions.
Exceptions to this procedure should be requested from the committee, which
will make a recommendation to the department; the department must approve
the exception.
• Anyone who is applying for funding for professional development
which fits the description of the Faculty R&D guidelines must apply
to them before this committee will make a final decision. According to
the Faculty R&D committee's "Essential Information" (1992-3,
p.3), Faculty Professional Support is "to assist faculty in the dissemination
of scholarly or artistic work….including but not limited to final
preparation (typing or word processing) of manuscripts for publication;
page costs for journal articles…Normally, [it] covers non-travel
expenses."
• Although applications may be submitted at any time, the majority
of funding will be allotted in the fall of the academic year. A deadline
for all applications to be considered in early fall will be announced
by the end of the previous spring semester, after the newly elected department
committee meets to choose its new chair and to establish the fall deadline.
The department will be notified by having a copy of the required cover
sheet for applications and a copy of the committee's guidelines and deadline
distributed in everyone's mailbox
