UCLA Library

1. Funding & Travel Policy UCLALibrary

2. What Types of Activity Does the UCLA Library Support? • Business-related Activities & Travel Support Library operational needs • Book-buying trips • UCLA representative to UC, CDL meetings & events • Job training • Learning/Development Activities & Travel Encourage work-related learning & development that benefit the Library, University, profession, and the individual

3. What Can Be Funded? • Any business-related &/or learning/development activity may be funded by the Library • In times of budget constraints, the Library may restrict funding to ‘essential’ activities: - Activity or travel is essential if related to University or Library business - An individual event may be deemed ‘essential’

4. What Can Be Funded? • This policy applies ONLY to library departments and units that report to the University Librarian • Funding from the Librarian Professional Development Fund –which also applies to librarians in affiliated units – must conform to UCLA business policies • The University or the State of California reserves the right to impose more restrictive funding limitations

5. Departmental Funds Departmental funds may be used to support approved activities and travel • These funds are controlled by individual unit heads • All Library employees are encouraged to request from department sources FIRST • A unit head may fund a learning & development activity fully or in part, following guidelines of the funding source

6. Business-Related Travel Fund • Sometimes called Administrative Travel Fund • Covers expenses of individuals who attend business meetings or other events as official representatives of the UCLA Library, as authorized by the University Librarian

7. Business-Related Travel Fund Any UCLA Library employee invited to serve on a UC-wide or CDL group must obtain approval from the University Librarian before accepting appointment to the group

8. Learning & Development Activity and Travel Funds • Librarian Professional Development FundMemorandum of Understanding (MOU) between UC and UC-AFT • Staff Professional Development Fund

9. Librarian Professional Development Fund • The UCLA Library allocates a specified amount each year to support professional activities of librarians for the purpose of “research, … creative activities, professional meetings, conferences, seminars, and workshops.” (MOU Article 3) • Allocation year runs from August 1 – July 31

10. Librarian Professional Development Fund • At the start of each fiscal year, LHR or LBS notifies librarians of the allocation to each individual • Librarians may use this fund for all expenses normally reimbursable under UCLA travel policy guidelines • This allocation may NOT be used for professional association membership dues, books, software, hardware, or professional journals

11. Staff Professional Development Fund May be used to fund the development of knowledge and/or skills that: • Relate directly to an employee’s current position • Support continuing development of library employees

12. Staff Professional Development Fund The Asst. Director of Library Human Resources (ADLHR) manages this account and reviews and approves requests for learning/development support from managers, supervisors, and staff

13. Staff Professional Development Fund Employees and their supervisors may submit requests for Staff Professional Development funding through the Request for Leave & Funding form: • staff.library.ucla.edu/admin_manual/100-1A.doc

14. Staff Professional Development Fund • A department head may attach documentation to the employee request form to explain how the learning & development event fits into the unit’s and individual employee’s work plans and goals

15. General Guidelines Individuals who request leave and/or funding must • state the purpose of the activity and their role in the event • provide an estimate of expenses • discuss funding possibilities with their supervisor and/or unit head

16. General Guidelines • Librarians in career, potential career and/or temporary appointments may request leave and/or funding for learning & development activities • Career staff employees working at least half-time may request leave and/or funding for learning & development activities • Events may be on the UCLA campus or off-site

17. General Guidelines • Travel to off-campus events must adhere to: • The University of California Policy andRegulations Governing Travel • UCLA travel policies and procedures, and • California state travel and fiscal policies

18. General Guidelines • International travel must be approved before the employee makes any travel arrangements. • Only the University Librarian may approve international travel • If an individual makes changes to travel arrangements for personal convenience, any resulting additional fees must be covered by the individual traveler

19. General Guidelines • Travel Insurance: UC employees must register for travel insurance if they will travel out of California: www.uctrips-insurance.org • Travel Emergencies: The UCLA Travel Center provides a 24-hour telephone number for use in emergencies. The telephone number appears on the traveler’s itinerary and e-receipt: 1-800-235-8252

20. Sharing Learning • Employees funded for business-related or learning and development events are encouraged to share their experiences with the Library community • Possibilities include: • Written reports • Brown bag lunch discussions • Informal presentations • Blogs, wikis or websites

21. Requests for Leave Only Employees may submit requests solely for leave through the Request for Official Leave Form: • staff.library.ucla.edu/admin_manual/100-1B.doc

22. Policy Website Addresses • University of California Policy and Regulations Governing Travel:www.ucop.edu/ucophome/policies/bfb/g28.html • University of California Travel Insurance: www.uctrips-insurance.org/ • UCLA travel policies and procedures:www.travel.ucla.edu/new/policies_and_procedures.shtml

23. Questions?