Professional Development Funding
Professional Development Allowance (PDA)
The following PDA amounts will be in place for the fiscal year 2022-2023 (July 1 to June 30):
- Tenured and tenure-track faculty not supported by start-up funds or funds from an endowed chair will receive $2000.
- Non-tenure track faculty with senior status and lecturers will receive $1500.
- Tenure-track faculty who are currently in their first three years will receive the PDA amount specified in the terms of their appointment letters.
Eligible faculty requiring additional funds for their professional development may also apply for ASID funds (see below).
Activities Eligible for PDA or ASID Funding Include:
- Journal subscriptions and memberships in professional societies
- Research materials such as books, software, supplies, photocopying and expendable supplies and minor equipment. The funds are not to be used to support items or activities otherwise supported by departmental or program budgets such as computer, office furniture purchases, or teaching materials directly associated with a scheduled class. However, books to research a new course are appropriate uses of professional development funds.
- Editing, indexing, preparation of figures, and other costs associated with the preparation and publication of scholarly materials. Please contact the Associate Dean for Faculty Development, Mary Raschko before using your PDA for this purpose.
- Limited wages for student assistance in support of a research project.
- Travel to a professional conference, workshop, or meeting related to one’s scholarly research or teaching.
- Travel for short-term independent research (e.g. field site, archives)
Disallowable Expenses: PDA or ASID funds 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.
- Faculty with a PDA planning to apply for ASID funds must limit their non-travel expenses to $750 per fiscal year.
- Any equipment or other durable resources (e.g., laptops, iPad, lab/studio tools, books) purchased with PDA/ASID funds will become property of the College. Please consult with WCTS on electronic devices and software before the purchase is made.
- Allowable meal expenses include an average maximum food allowance of $75 per day with maximum of $375 in total for food during professional travel. For additional specifics, see the Whitman Faculty Handbook. Itemized receipts are required.
- Allowable transportation expenses:
- Airfare: Standard seats only (for example, Saver or Main on Alaska, Basic or Main on Delta); upgrades are generally not permitted or should be paid for personally. In most cases, travel insurance should not be purchased. Please contact the Associate Dean for Faculty Development, Mary Raschko, if you think insurance is necessary for your trip.
- Car rental: When faculty require a vehicle for professional development purposes, the standard practice is to rent a car rather than drive a personal vehicle. (For more information, see the business office guidelines). Whitman's contract with Enterprise and National usually waives drop-off fees; ask Qi Jia for the direct bill code. Please note that gas for vehicles is reimbursed only for rental or College vehicles.
- In circumstances where driving a personal vehicle is necessary, mileage will be reimbursed at the current IRS rate. Please contact Qi Jia for reimbursement.
- Reimbursement is allowed for up to $50 per day from a licensed child care provider for child care expenses up to five days. (Please check with Qi Jia before proceeding)
- 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. In the case of JPM credit card purchases for these services, there is no need to obtain a W-9. For the work that is completed by a non-U.S. citizen/service provider, a different tax form may be required. Note the payments to a non-U.S. citizen will take a much longer time to process. Please contact Qi Jia for more information.
PDA Roll-over: Professional development funds not used during the current fiscal year may roll over to the next fiscal year only if:
1) No ASID funds have been received during the current fiscal year.
2) The faculty member demonstrates that the rollover funds will be used to fund a specific project during the new academic year (for example: a sabbatical project; attending an expensive international conference) and the regular PDA is not sufficient to support the project.
Requests with detailed justification 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 May 1st. The maximum amount that can roll over is $2,000. The rollover PDA must be used for the designated project and any unused rollover fund will go back to the general pool.
Reimbursements: Professional development funding is administered through the Provost and Dean of the Faculty Office and the contact point for reimbursement is Qi Jia. Itemized receipts should be submitted within 30 days of the completion of any travel.
Aid to Faculty Scholarship and Instructional Development (ASID)
Additional ASID funds are available for faculty whose professional needs exceed their PDA.
Requirements for applying for ASID funding:
- The faculty member must complete an application and submit according to the timeline below.
- Faculty who receive a PDA must have spent no more than $750 in non-travel expenses within an academic year and must indicate that on the application form.
- Faculty must also have designated the use of their PDA funds before requesting additional funds from ASID.
- Faculty in tenure-track positions, for whom scholarly work is an ongoing expectation, should expect to receive no more than $3,500 per year in ASID funding ($4,000 if international travel is required). Faculty in other types of appointments can typically expect no more than $1,500 per year although some projects could be considered on an exceptional basis.
In making its decision, the Committee will take into account in the follow factors:
- The merit of the project
- The relation of the project to the faculty member's professional responsibilities
- Tangible results of previous ASID grants
- The faculty oversight of their past PDA/ASID funds
- The amount requested compared with the total amount of funds available
- Sufficient justification and information provided with the application
Timeline: Faculty must submit their proposal for review by the ASID committee according to the following deadlines:
- 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 between April 1 and September 30.
- April 15 - projects to be completed between July 1 and November 30.
To Apply, please submit an application to the Office of the Provost and Dean of the Faculty, C/O Qi Jia