Attendance at Events

    

Attendance at Events/Travel

  • A pre-approval report must be submitted in Chrome River prior to attending an event that (1) is not sponsored by NJIT, (2) takes place away from NJIT, and (3) the invitation was issued due to their NJIT position.  
  • When traveling in your scholarly capacity – ethics preapproval not required
  • Travel not in scholarly capacity – ethics pre-approval required
  • Travel expenses may be accepted under certain conditions (interested party sponsor’s status, speaker status, out-of-state travel, etc.)

 

Travel/Attendance at Events

  • NJIT employees must obtain ethics pre-approval to attend an event that (1) is not sponsored by NJIT, (2) takes place away from NJIT, and (3) the invitation was issued due to their NJIT position.  Meetings you attend at other State agencies in the course of your official NJIT duties are not events.
  • Ethics pre-approval is required for travel unless employees are traveling in their scholarly capacity. In Chrome River, a travel preapproval report will ask, “Are you traveling in scholarly capacity?” If you answer “yes”, the preapproval report will not route to Ethics for review.
  • All employees must secure initial approval from their supervisor.  Ethics review will determine if your attendance will create a conflict or appearance of a conflict and whether you may accept certain travel expenses from an event sponsor. 

 

Travel Expenses

Interested Party: (1) any person or entity NJIT regulates, licenses or supervises; (2) any grantee or granter to NJIT and any employee, representative, or agent thereof; (3) any supplier/vendor to NJIT; (4) any advocacy group that advocates or represents the positions of its members to NJIT; (5) any organization a majority of whose members fall under 1-4.

  • If the event is not sponsored by an interested party, NJIT may pay your reasonable expenses or it may permit you to accept reasonable travel expenses from a non-interested party sponsor.  Collateral entertainment may not be accepted.
  • If the event is sponsored by an interested party, you or NJIT must pay your travel expenses and you may not accept costs from any source.  The only exception is if you are taking an active role in the event as a speaker and this may require applying to the SEC for approval.  Also, non-academic employees may be attending the event in their scholarly capacity.
  • As an exception to the gift policy, NJIT employees attending an event may, regardless of the sponsor or purpose of the event, accept “nominal refreshments” such as beverages and snacks.

If you have any questions please contact us.