SFC fund request procedures
Fund requests may be made at any time prior to the time that funds are needed, and may be made as late as 30 days following the activity to be funded. Extensions may be granted beyond this provided that the staff member has requested and received an extension from the Committee.
The fund request process is:
- The requesting staff member obtains the Staff Funding Request Form and completes the form adding required information and estimated costs for project or travel. A copy of conference information, registration forms, or other supporting documentation should also accompany the form.
- The requesting staff member submits the form to the unit director who indicates release time approval and details any unit funding that will be made available. The unit director also signs and dates the request and sends it to the SFC Chair. The unit director completes this process even if no funding or release time is being given by the unit.
- Upon receiving the request from the unit director, the SFC Chair scans the form and supporting documents into electronic format (pdf), placing the file in the Staff Funding shared folder on the Libraries network. This is then announced to Committee members. A copy of the completed form is sent to the requester to verify receipt by SFC.
- SFC discusses the request (in person or by e-mail) and reaches a decision on the request, and the amount of the award (awards can be made up to a maximum of $300). A request may also be denied or awarded at a reduced rate.
- Committee members may ask for clarification or additional information to use in the decision process. The Chair will seek the required information and distribute this to the Committee.
- Once a decision has been reached, the Chair prepares an award announcement and sends copies of the announcement and the original request to: 1) the requester, 2) the unit director, 3) the Libraries Finance Officer, and 4) SFC members.
- Files are retained electronically in the Committee folder for future reference.
Exceptions to these guidelines can occur and will be resolved through dialogue between the requesting staff member, the Committee, and any appropriate additional persons to decide how to proceed.
Awards
Once funds have been awarded, and the funded activity is completed, it is the responsibility of the individual requester to collect and submit receipts for reimbursement to their unit secretary/office assistant, who will complete and file the proper documentation and send the documents for reimbursement.
Reimbursement documentation should be presented within 6 weeks of usage to be valid for processing. If a delay is needed, the recipient should make arrangements with their unit so that funds will not be lost.
Reports
The staff member is required to provide a brief report of their granted activity (meeting/conference, etc.). This may be completed using the SFC Activity Report Form [Word] or including the same data in a memo. Submit the report to the SFC Chair and to the StaffWEB.
Content provider: D. Bertuca
Comments: lib-staffweb@buffalo.edu
Last update:
18 October, 2007