RESUMPTION OF FACULTY PROFESSIONAL TRAVEL
We are very happy to let you know that effective immediately, the college is lifting restrictions on faculty professional travel. Faculty members may again start using endowed chair funds, professional travel grants, research funds, and start-up funds for Colby travel associated with professional conferences and research.
Please note that when making travel plans, you must continue to adhere to state and federal travel guidelines, quarantine requirements, and Colby COVID-19 testing protocols. When planning travel, consideration should be given to those restrictions so as to limit potential quarantine time during academic sessions.
As a reminder, the fiscal year for professional funding is from July 1 through June 30. Travel is expensed in the fiscal year in which travel occurs. Due to the pandemic, the time frame for use of all existing start-up funding will be extended by one year and endowed chair funds will also be rolled over. If you have not already requested an extension, you do not need to do so, it will happen automatically. Professional travel grant funding will not be extended across fiscal years.
For the time being, those eligible for professional travel grants should continue to forward the request form, which can be found on the Provost’s Office webpage, to Mandy Grant in the Provost’s Office. All travel expense reimbursement requests must now be submitted through Workday. If utilizing Direct Travel or Concur (Direct Travel’s online reservation system) to make your travel arrangements, you will need to provide the following Workday cost center and activity information:
- Division Grants: Humanities – CC12100; Social Sciences – CC12200; Natural Sciences – CC12300; and Interdisciplinary Studies – CC12400 (no Activity is required for division grants)
- Endowed Chair Funds: CC11710 Instruction-General and Activity – AC1001 Endowed Chair Fund
- Professional Travel: CC20004 Faculty Funding and Support and AC1002 Faculty Professional Travel
- Start-up Funds: CC20004 Faculty Funding and Support and AC1000 Faculty Start-up
- In all cases, you will need to provide your name as the assignee.
Additional Workday training materials on booking travel through Direct Travel will be available soon. You will also find attached a number of “cheat sheets” to assist with submitting expense reimbursements through Workday as well as a set of directions from Scott Smith on how to view a report of your year-to-date expenditures. In that this information is now available in Workday, we are no longer keeping manual spreadsheets in this office. If you need your balances at the start of this fiscal year, please let us know and we can provide that. Eventually, running balances will also be available in Workday, but for now, there is a bit of math involved.
Thank you, and safe travels!
Workday Cheat Sheets:
Workday Instruction for Reviewing Faculty Funding
Workday Professional Travel Costing Information
Workday Start-up Funds Costing Information Workday
Endowed Chair Costing Information
Colby Workday Training Page: