Grant funds may be used for either child or adult dependent care, in order to cover expenses incurred for: 

• Extra dependent care at home while the recipient is traveling;
• On-site dependent care while at a conference or meeting; 
• Transportation of dependent and/or caregiver to conference or meeting location. 

This program is intended to encourage presentations (based on the definition of presentations outline in the in-person section of the DOF Faculty Conference Travel) by CC faculty. It is not intended to support costs incurred during travel for research or while on college business (such as travel to attend an alumni event, for example).  

This grant is also not intended to cover regularly scheduled dependent or elder care, only care necessary for the faculty’s travel to present at a conference or professional meeting. 

Grant Amounts and Method of Payment 

All full-time continuing appointment faculty (who are eligible for Faculty Conference Travel) are eligible to receive one DEC-PT grant of up to $1,000 (post-tax) in funding per academic year (defined as July 1-June 30). Grants will be paid after the travel as additional compensation. It will be considered taxable income and included in the next paycheck. Payments will be grossed up to cover the applicable taxes, but other deductions may still apply, such as retirement contributions. The formula used to calculate a full grant reimbursement will also be applied to expense amounts less than $1,000. 

Examples of Allowable Uses of Grant Funds 

Below are a few examples of situations in which grant funding would be allowable to cover incremental dependent care costs. These examples are meant to be illustrative, not exhaustive. If you have questions about whether a particular situation or faculty type is covered under the terms of the policy, please contact Tess Powers or Belinda Barrientos for clarification. 

Example 1: In order to present their work at a conference, the faculty member must travel and stay overnight. No home care for their children is available, so the children will travel with them. The faculty member could apply to the DEC-PT program to cover the airfare for their children as well as the cost of on-site day-care available at the conference. 

Example 2: A faculty member’s parent is recovering from surgery in the faculty member’s home, due to recommendations from the medical provider. However, the faculty member plans to present at a conference during this time. The faculty member could apply to the DEC-PT grant program to pay for a caregiver to stay with their mother during their planned absence. 

Example 3: The faculty member will travel overnight to present at a conference and could arrange with the daytime nanny to stay overnight with their children at home. The faculty member could apply to the DEC-PT grant program to cover the incremental cost of the nanny staying overnight with their children. 

Example 4: The faculty member, who ordinarily provides care for their father in their home, plans to present at the annual conference of a professional association in their field. The faculty member could apply to the DEC-PT grant program to hire a caregiver to stay with their father during their planned absence. 

 

Process 

Request Support for Faculty Travel to Present 

1. Faculty members should request travel grant funding to the conference or professional using the usual internal processes (Dean of the Faculty Conference Grant, Divisional Funding, etc.) 
2. Note in the budget section of your internal proposal (to the DoF or divisional executive committee, etc.) your intent to request support through the DEC-PT program. (A dollar figure is not required.)
3. With the faculty member’s travel approved, your dependent care or elder care travel will also be approved in accordance with the DEC-PT guidelines. 

Guidelines for Paying for Costs

1. Whenever possible, faculty members should pay for their individual conference costs (registration, travel, lodging) using the same process they have used in the past. (P-Card, advance, etc.) 
2. If the faculty member has a cost that would be covered by this policy that would be co-mingled with their own cost (for example, a child’s airline ticket, which needs to be bought at the same time as your own), the faculty member should use a personal credit card for this costs and ask for reimbursement for their portion of the ticket via CC’s standard reimbursement processes. 

Process for Receiving DEC-PT Grant 

1. Once their presentation travel is completed, the faculty member should submit to their departmental staff person:

1. all receipts to their departmental staff person, per the usual process for conference travel, including those for their DEC-PT reimbursement, and
2. a DEC-PT Summary Form, which includes a brief justification of the conditions requiring the need for a DEC-PT grant and an itemized list of the expenses pertaining to the DEC-PT reimbursement  

2. The departmental staff person should:

1. complete the journal entry for the traditional conference costs, including documentation of the faculty member being among the conference presenters 
2. include at the bottom of the “Purpose of Journal Entry” section a statement that DEC-PT Summary Form and receipts are included, including the total request based on receipt totals 
3. complete a Miscellaneous Payroll Request Form using the following information. (To find this form in Adobe Sign, go to Manage, then click on Templates on the left-hand side, search for “Pay,” click on “Open,” and click on “Use Template.”) 

 

Date: __________ 

Employee Name: Faculty Name  

Employee ID number: Faculty CC ID number 

Description/Type of Pay: DEC-PT grant for _____ conference 

FOAP: TBA  (please reach out to Tess for this)

Amount: ____________  (based on the total DEC-PT expenses listed on the faculty member’s DEC-PT Summary Form, not to exceed $1000) 

Requested by: Departmental Staff Assistant 

Authorized 2nd Signature: Belinda Barrientos 

Certified Receivers: payroll@coloradocollege.edu