Faculty Development Allocations Committee

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FY 2010 Individual Allocations Guidelines

FY 2010 Allocations

Guidelines:

1. The faculty allocations will be administered by the FDAC. The academic professionals and visiting appointment support will be handled by the University Librarian.
2. Allocations are FY2010 and cannot be carried forward after June 30, 2010. All unspent monies revert to the library administration.
3. Faculty should apply for allocations before they travel or make other expenditures, and they should make every effort to expend funds or tell us of the intent to use funds (e.g., ALA annual) by June 1, 2010.
4. Allocations for the fiscal year are pro-rated for faculty members and academic professionals who start their appointments on or after October 1 or who resign their positions prior to April 1. For faculty members and academic professionals with less than full-time appointments, FDAC individual allocations will be apportioned accordingly.
5. The Library Business Office will monitor each staff member's allocation. Staff members may ask for itemization from time to time to review their balance, and may call errors to the attention of the Business Office staff. If there is a difference that cannot be resolved, the records of the Business Office are the official record.
6. All activities must be approved as bona fide professional activities by the FDAC and the University Librarian. Funding amounts are determined by the staff member.
7. The allocations may be used to support professional travel, conference attendance, research or purchase of equipment for the individual's research or professional work; note that all equipment is the property of the library and must be surrendered upon separation from the university. Equipment purchases will be coordinated and selection of brands restricted by library policy. Equipment prices are guaranteed as maximum prices. Any savings realized through bulk purchases or rebates will be passed on to the 'buyers,' and increased prices, surcharges, shipping costs will be absorbed by the Library. Any added features, peripherals, memory requested by the buyer will however be charged to the staff member's allocation.
8. Items eligible for funding include: professional dues, certification costs, registrations, airfare and ground transportation, hotels, per diem, students' hours for research, photocopying and postage above the nominal amounts, support by library administration, publications, software, equipment and peripherals (brands determined by library), telecommunications costs and continuing education. All normal university and state business policies apply to these expenditures. If the hotel in which you stay is not a conference hotel and the cost exceeds the lodging allowance, the faculty or staff member must provide a travel exception request signed by their unit head. See the details on OBFS News & Announcements. Also, see the Lodging Allowance Rates.
9. To reduce processing of reimbursements, the library prefers to pay for the item on behalf of the faculty/staff member rather than reimburse the faculty/staff member. The Library's MasterCard can be used by the Business Office for most purchases including conference registration. To take advantage of this possibility, complete the necessary paperwork, except for the credit card and signature information and submit the paperwork (or Web printout) to lib-bus@uic.edu with your FDAC or University Librarian approval. Payments are usually processed within 5 days of the completed request being received.
10. If a faculty or staff member makes arrangements to attend a conference and then is not able to attend, any conference or airline cancellation penalties must be paid out of the faculty or staff member's personal allocations. FDAC allociations cannot be used to cover cancellation fees.
11. A faculty or staff member may not delegate his or her allocations to another faculty or staff member. If a faculty or staff member will not use his or her funds in a given year, the funds will return to the library but will not be redistributed to other faculty or staff members.
12. Joint equipment purchases are not permitted but research expenses (such as poster expenses or student hours) may be shared by two or more faculty or staff members. Research expenses can be shared in any manner specified (i.e., a 50/50 percent split or a 75/25 percent split.)
13. REMINDER: Effective July 1, 2006, reimbursement vouchers submitted more than 60 days after the completion of travel or the expenditure occurrence will be reported as taxable income unless a Reasonable Justification form has been submitted and approved by University Payables. The reimbursed amounts will be subject to federal withholding of 25%, state withholding of 3% and, if applicable, Medicare withholding of 1.45%. This withholding will reduce the amount of the employee's net income in a subsequent pay period. For more information visit the OBFS Travel Reimbursement page.

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Last updated: Tuesday, 26-Jan-2010 14:03:55 CST
URL: http://www.uic.edu/depts/lib/staff/