The following supplements policies and procedures in the University Statutes.
Any deviation must be pre-approved by the Dean of A&S Faculty.
The A&S academic travel program provides funding for faculty to participate in conferences of professional organizations as a presenter, officer or a panelist. The funds available for academic travel may not be sufficient to cover all conference participation. The Chair’s responsibility will be to apportion the available funds equitably and within the limits of the department’s allotment.
Determination of Department’s Travel Budget:
- Academic travel expense requests are submitted by Department Chairs by September 15. Submissions should include travel already taken on or after July 1 and anticipated through June 30 (Sample Travel Report).
- Support is reserved for those faculty who are presenting and listed on the conference program. There is no funding for conference attendance otherwise than as a direct participant (presenter, panel chair, or officer).
- Travel funding is offered for tenured and tenure-track faculty.
- Budget allocations are determined by the faculty of Arts and Sciences and with input from the Arts and Sciences Department Chairs. The allocation method emphasizes support for junior faculty and is based on each departments' faculty composition, travel funding requested, and history of travel spending.
- Department Chairs will receive the department’s allotment for the year by October 1.
Disbursement of Department’s Travel Budget:
- October 10: An initial budget transfer in October of each year will increase the Department’s operating budget on account line 7310. Calculation of the amount of the initial transfer will be based on 50% of the 3-year minimum actual expenses incurred.
- Only faculty academic travel expenses can be charged to this account line. The funding provided for academic travel from the Dean of A&S Faculty cannot be used for other expenses or for travel costs from a prior fiscal period. The amounts transferred into the Department’s 7310 line may not be transferred to other lines.
Note: Per the University’s Accounts Payable policy, travel expenses must be submitted for reimbursement no later than 30-days after the last date of travel. In addition, care should be taken to submit the request before the University’s fiscal year-end deadline which is typically mid-July. If the Department Chair elects to cover a faculty member’s travel costs from a prior period, the expense should still be charged to account line 7310. Using a budget transfer form, funding from another account line (7xxx’s only) should be transferred into 7310 to cover the charge.
- February 1: Department Chairs will submit an updated travel report by February 1. Based on the updated report and actual financial activity, another budget transfer will add funds to the Department budgets on account line 7310. The amount of the transfer will generally be 50% of the remaining budget allotment but could be adjusted by information on the updated report and actual financial transactions to date. Budget adjustments beyond this second transfer will be made as expenses are recorded on account line 7310.
- June 1: A final update on the travel report will be requested by June 1. At this time, the department may request additional travel funds beyond the amount spent to date and the original amount allotted. The request can include actual expenses from previous travel not yet reimbursed. Additional funding will be provided on a case by case basis, when available. If there are any unused funds on 7310 not needed to cover approved expenses from the June 1 report, they will be transferred out.
A&S Academic Travel Reimbursement Guidelines:
The Chair will determine the proper reimbursement for each trip. Appropriate evaluation of requests may involve taking into account the relative importance of trips in terms of the trip’s impact upon the individual’s and the University’s academic standing. All departments should follow certain basic guidelines:
- All faculty and staff are encouraged to submit for reimbursement using the Concur Expense App.
- All travel receipts should be processed within 30 days of the conclusion of travel.
- The title of the paper given (or other basis for reimbursement) should be referenced in the name of the expense report.
- Faculty with discretionary funds, start-up allowances or external grants should use those sources before the department’s travel funds.
- Reimbursement for hotel is limited to three (3) nights.
- Per diems are not allowable. Meals, local travel, other allowable incidental expenses are reimbursed only at or as a proportion of actual cost, supported by original receipts. Total of meals and incidental expenses should not exceed per diem rates for that location.
- Airfare should be reimbursed fully for the first two trips, if possible.
- Priority should be given to allow up to two (2) trips for each faculty member before reimbursing any part of their third trip.
- Special permission is not required for international travel within the budget.
- Department Chair communicates the allowable limit for reimbursement to his/her faculty. Each faculty member submits for reimbursement through the Concur Expense App. If the cost of the trip exceeds the faculty member's allotment, the items should be itemized as personal/nonreimbursable.
- For more information on using Concur Expense, please use these resources:
- Checklist, Guide, and Videos
- Concur User Support Desk: (866) 793-4040
- Email: firstname.lastname@example.org
- A copy of the submitted expense report should be retained for reference. Should additional travel funding be made available, see the following section.
End-of-Year Reimbursement for Previously Unreimbursed Funds:
Accounts Payable has hundreds of check requests coming at the end of the year and you want your request to be as clear as possible:
- Print a copy of the Concur Expense Report originally submitted with the personal/nonreimbursable items.
- Complete a paper T&E Request Form. Include a description identifying that this request is for previously unreimbursed expenses; in red ink circle the previously unreimbursed items. Total the items, write the fiscal year on the T&E form and sign the document before submitting to your Chair.