ASID (Aid to Scholarship and Instructional Development) & PDA (Professional Development Allowance) Guidelines
Tenured and tenure-track faculty not supported by start-up funds or income from an endowed chair as well as faculty with Senior status will be provided with $2,500 each fiscal year (July 1 to June 30) to support their professional development. These funds will support legitimate professional expenses (faculty travel for research/creative activity; professional meetings; journal subscriptions; memberships in professional societies; and research materials such as books, software, supplies). The funds are not to be used to support items or activities otherwise supported by departmental or program budgets such as student research, computer purchases, or teaching materials. Please note that you should limit non-travel expenses to $750 if you plan to apply for ASID funding. PDA also cannot be used to purchase individual commercial memberships such as Amazon Prime or personal cell phone or local internet services. Whitman College funds cannot be used to pre-pay professional development expenses that will later be reimbursed by an outside agency or organization.
Any equipment or other durable resources (including computers, furniture, lab/studio tools, books, etc.) purchased with ASID/PDA funds will become property of the College. Allowable meal expenses include an average maximum food allowance of $75 per day (with a maximum of $60. for a single dinner before tax and tip and a $300 total maximum on food reimbursement for extended trips). Itemized receipts are required. Allowable transportation expenses include airfare for coach rate only, (upgrades and travel insurance are generally not permitted) and mileage reimbursed at current IRS rate (gas is only reimbursable if used in College or rental vehicle). Reimbursement is allowed for up to $50 per day for child care expenses. A completed and signed IRS Form W-9 must accompany reimbursement requests for invoices from an individual, landlord, or any unincorporated entity, such as childcare providers, non-commercial lodging or independent service providers. A benefit of using a Whitman College JPMC credit card for these purchases is that the IRS reporting is taken care of by JPMC and you will not be required to obtain the W-9.
Professional Development Funds not used during the current fiscal year may roll over to the next fiscal year if 1) no ASID funds (see below) have been received, and 2) the faculty member can justify how the funds will be used to augment only the next year's PDA funding. For example, a faculty member may request to roll over his or her remaining PDA funds from one year to the next year in order to fund a project that is expected to cost more than $2,500. Please note, however, that the maximum amount that can roll over in one year is $2,500.
Requests to roll over PDA funds, must be submitted to the Office of the Provost and Dean of the Faculty, c/o Qi Jia, no later than April 15.
Professional development funding is administered through the Provost and Dean of the Faculty Office and the contact point for reimbursement will be Ruth Ladderud. The Travel Reimbursement Form can be used to detail expenditures and to request reimbursements. Receipts should be submitted within 30 days of the completion of any travel.
ASID funds are available for faculty whose professional needs exceed their PDA or for faculty who do not receive a PDA. Visiting faculty receive contract travel funds and are not eligible to apply for ASID funding.
The following activities are eligible for ASID support:
- Travel to a professional conference, workshop, or meeting
- Short-term independent research, including such items as travel, food/lodging, photocopying, and expendable supplies and minor equipment. Limited wages for student assistance in support of such research will also be considered.
- Formal study, other than study leading to a professional degree, in connection with a scholarly project.
- Editing, indexing, preparation of figures, and other costs associated with the preparation and publication of scholarly materials. PDA maybe also be used, but please contact the Associate Dean for Faculty Development, Lisa Perfetti before using your PDA for this purpose.
- Instructional development. Funds in this category are to be allocated in support of activities that are in direct support of the faculty member's present or potential instructional responsibilities. An explanation of how the activity will significantly support the learning of students should be included.
In making its decision, the Committee will take into account the merit of the project, the relation of the project to the faculty member's professional responsibilities, the availability of funds from other sources, the use to which the applicant has put past grants, and the amount requested compared with the total amount of funds available. Thus, applicants should include sufficient justification and information for the Committee to make a reasonable decision. Tenured and tenure-track faculty, for whom scholarly activity is an ongoing expectation, should expect to receive no more than $3,500 per year ($4,000 if international travel is required) in ASID funding. Faculty in other positions can typically expect no more than $1,500 per year although some projects could be considered on an exceptional basis.
Faculty who receive regular professional development support in the form of a PDA must submit their proposal for review by the ASID committee according to the following deadlines:
April 15 - projects to be completed between July 1 and November 30.
September 15 - projects to be completed between October 1 and March 31.
November 15 - projects to be completed between December 1 and June 30.
February 15 - projects to be completed after April 1 and September 30.
Please note that the ASID Committee expects that faculty will use (or have designated the use) of their PDA funds before requesting additional funds from ASID. If additional funds are requested from ASID, keep in mind that the committee expects that no more than $750 of the PDA funds will have been designated for non-travel expenditures.
Faculty who do not receive a PDA may apply for ASID funding on a rolling basis and their application will be reviewed by the Associate Dean for Faculty Development. Typically no more than $1,500 will be funded per year per faculty member.
To apply, please submit an application to the Office of the Provost and Dean of the Faculty, C/O Qi Jia.
Beginning January 1, 2018, mileage reimbursement is set at the IRS rate of .545 per mile. Please note: using a rental car becomes more cost effective than using a personal vehicle in many situations. Whitman's contract with Enterprise and National even usually waive drop-off fees; ask Ruth for the direct bill code.