Faculty/Staff Travel Policy Guidelines

Faculty Travel Update 2024-2025

Please direct all questions related to faculty travel to Ms. Debra Maslanko, Administrative Director for Business Operations at dmaslanko@qcc.cuny.edu

Are you a QCC faculty or staff member who is planning to travel locally, domestically or abroad on college business? If your answer is YES, your trip must be approved in advance.

Please follow the normal process of submitting a Travel Authorization form before leaving for your trip, as well as an Out-Of-Town Travel Expense Voucher, after the conference is completed with all necessary documentation for either virtual or approved in-person attendance.

You must be a registered vendor with CUNYfirst to receive any travel reimbursement. If you are not yet a vendor on CUNYfirst, you will need to file forms with Robert Liquori, in Accounting, ext. 5547 or at rliquori@qcc.cuny.edu. Please contact him so he can verify if you are vendor and send you the Vendor Enrollment Instructions and Forms if necessary.

Please Note: If you are traveling with a Student, please go to: Tips and Travel site for compliance and all necessary requirements.

Before planned travel - A Travel Authorization must be submitted to OAA before planned departure

Six weeks before Off-Campus Travel

Carefully read the Faculty/Staff Travel Policy Guidelines below.

Let your Department Chair or Department Supervisor know when you are planning to travel and why. Faculty members may only be absent for three (3) teaching days per semester for conference travel.

For domestic or foreign travel, complete a Travel Authorization Form, regardless of whether or not reimbursement is requested. Included is a Checklist to further assist you in completing the form. The Travel Authorization includes a Plan for Class Coverage for those classes occurring during the conference. Have your Chair/Department Supervisor sign the Travel Authorization and initial the Plan for Class Coverage. Submit your Travel Authorization Form digitally to Debra Maslanko at dmaslanko@qcc.cuny.edu and Janice Mancuso at jmancuso@qcc.cuny.edu

Four weeks before Off-Campus Travel:

If you have not received a pre-travel approval e-mail, check with OAA to discuss the details of your trip as to whether the trip has been approved and/or any next steps required.

Within three weeks after planned travel:

All receipts must be submitted to OAA, along with an Out-of-Town Travel Expense Voucher Form. A Checklist is provided to further assist you with completing your form accurately.

Please note for June Travel: If you are traveling in June, all requests for reimbursement must be submitted immediately upon your return as the end of the fiscal year is June 30. Failure to submit on time will result in losing your faculty travel reimbursement funding.

Frequently Asked Questions (FAQs)

Please Note:

Faculty are expected to be available through Commencement.
Currently there is an Executive Order banning travel to Mississippi. Please contact the Office of Academic Affairs with any questions regarding travel to this state.
If your trip is cancelled for any reason, please notify the Office of Academic Affairs as soon as possible since your faculty allotment set aside can be used for another faculty member.

Please click on the "button" below for your category of travel; it will prompt you for your QCC Login Username and Password in order to proceed.

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