/ NEW YORK CITY
COLLEGE OF TECHNOLOGY
The City University of New York
Office of the Provost
300 Jay Street, Namm 320
Brooklyn, NY 11201
Ph: (718) 260 – 5560
Fax: (718) 260 – 5542
Guidelines for Professional Development Advisory Council (PDAC) Travel Funding and Proposal Form
1. Overview
As its name implies, the mission of PDAC is to support the professional development of City Tech’s faculty. The Professional Development Advisory Council (PDAC) of New York City College of Technology awards travel funds for professional development activities such as conferences, workshops, research and/or seminar travel. Applications are reviewed by the PDAC and those that best demonstrate support and advancement of scholarship aligned with the college mission are funded. The maximum amount awarded per academic year per faculty member is $1,500.
2. Eligibility
Tenured faculty members and full-time lectures with Certificate of Continuous Employment (CCE) are eligible for 100% of allowable PDAC funding (see explanation which follows) for active participation (presentation, chair etc.) at an event and 50% of allowable PDAC funding for attendance only at an event (up to the $1500 limit).
Untenured, tenure-track faculty members and instructors/lecturers before award of the CCE are eligible for reimbursement of 100% of the allowable PDAC funding for either attendance or participation (up to the $1500 limit).
Full-time substitute faculty are eligible for reimbursement of 25% of their conference/workshop registration fees for either attendance or participation (up to $375 limit).
3. Allowable PDAC Funding (not actual expenses)
Travel requests to the PDAC exceed available funding. Other sources of funding, particularly from academic deans, are often available. In order to allow you to plan ahead, an allocation formula has been developed for PDAC travel funds. This formula is based on conference registration fees, per diem rates for lodging, meals and incidental expenses (M&IE), and the distance traveled to the conference. Knowing what you are eligible to receive from PDAC will help you plan your trip within your budget, and submit additional funding requests. Note: In order to receive reimbursement receipts must be submitted for allowable expenses, up to the total approved. Your actual reimbursement is based on submission of receipts for actual allowable expenses, up to the amount approved. PDAC reserves the right to reduce the amount if funding in the unlikely event a fiscal emergency develops.
The allowable PDAC funding is based on four categories of expenditures:
  1. Conference Registration Fees up to a maximum of $600.00
  2. Per Diem rates for Hotel/Lodging, up to a maximum of four days (event days plus one travel evening). The current per diem is $77/day; except for US counties listed in the “Travel Pre-approval and Expense Reimbursement Form” attachment. The $77/day is the lodging per diem rate for international travel.
  3. Meals and Incidental Expenses (M&IE), up to a maximum of five days (event days plus one travel day). The current per diem is $46/day; except for US counties listed in the “”Travel Pre-approval and Expense Reimbursement Form” attachment. The $46/day is the lodging per diem rate for international travel.
  4. Travel at the rate of ten cents per round trip mile for travel between Brooklyn (zip code 11201) and the conference destination, up to a maximum of $600.00. Destinations within 35 miles of your home or the college are not eligible for travel funding.
4. Application Submission
The CUNYfirst travel authorization application for PDAC funding must include the following as attachments, in addition to items required by CUNYfirst:
1. Completed PDAC travel funding application form.
2. Completed class coverage certificate
Incomplete proposals will be not be approved.
Once the travel authorization is approved the funds are encumbered. If you with to apply for additional funding for your professional travel in addition to PDAC awards, the budget should be split to include a separate funding source and a waiver for funding beyond the per diem also attached, if appropriate.
Post-travel instructions for reimbursement are included in a separate document.
Travel should be by the most economical method. Coach and excursion fares should be used whenever possible. Air travel should be used only in those instances where it is clearly in the best interest to do so. While travelers may book first or business class tickets, the maximum reimbursement is the cost of a coach ticket.
Processing of reimbursement payments will occur on a rolling basis as soon as the CUNYfirst Travel Expense Report is completed and approved. Reimbursements are contingent on submission of all required receipts with allowable expenses showing a $0 balance for eligible travel completed as described in the proposal (presenting, etc.), before the deadline for the end of the fiscal year. Expense reports should be completed within 15 days of the completion of travel.
Reporting Requirements
All awardees will be required to submit an abstract of their research project or activity. The abstract should be attached to the Expense Report. The format for the abstract can be found at:

If permission is given, your abstract will be posted on the College PDAC website for dissemination.

NYCCT PDAC Travel Reimbursement Guidelines and Proposal, 09/09/14

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