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Professional Travel

Travel Request Form

Travel Reimbursement Form

The college reimburses full-time (full year) faculty members for expenses in connection with active participation in professional meetings, subject to the provisions below and the availability of funds.  Limited funds are also provided for attendance without participation.  This budget is not meant to cover all expenses.

Faculty members who wish to apply for funding for attendance at professional meetings should do so as early as possible. In all cases the application must be received before the proposed trip. Total estimated costs of attendance should be included, as well as the full name of the sponsoring organization, the exact dates of the meeting, and the title of any paper to be presented by the applicant, or a brief description of active participation (e.g., chairing a meeting, participation on a panel, serving as an organization officer)

Before the application is sent to the dean of the faculty, it must be approved by the chair of the department concerned. Requests may be submitted through email with the chair's approval included. Send to Pat Maio (pamaio).

Policies under which travel funds will be granted, subject to the availability of funds, are as follows:

  1. A full-time member of the faculty who has been invited to read a paper at a meeting or otherwise actively participate will be reimbursed by the college as funds permit for transportation and other expenses up to $1,100. In the case of travel outside the continental United States and Canada the allowance will be up to $1,600. In addition, faculty members who actively participate in more than one meeting during the academic year will receive additional allowance of up to $700. Thus the annual maximums (for the academic year) are $1,800 for those who participate in two or more domestic meetings and $2,300 for those who participate in a meeting outside the continental U.S. and Canada and one or more other meetings, wherever held. Funding within the annual maximum allowance may be apportioned by the faculty member.
  2. Members of the faculty who are not actively participating in a program may apply for assistance of a maximum of $300 toward the expenses of attendance at a meeting. If funds permit, the office of the Dean may support attendance at a second meeting in the year.
  3. Only minimum air coach fare is allowed. Travel by private automobile is reimbursed at 54 cents per mile.
  4. Every effort will be made to distribute our limited funds as equitably as possible.

Members of the faculty whose applications for travel funds have been approved will be required upon return to the campus to submit to the Office of the Dean of the Faculty an itemized account of the expenses for which the college has assumed responsibility, along with receipts, before reimbursement will be made. Original receipts are required for airfare, trains, tolls, lodging, restaurants, registration and conference fees, and for all other expenses.

A receipted bill or voucher must show:

  1. the amount of the expense
  2. the date the expense was incurred
  3. where the expense was incurred, and
  4. the nature of the expense

A hotel bill must show the name, location, date, and separate amounts for charges such as meals and telephone calls.

A restaurant bill must show the name and location of the restaurant, the date, the amount of the expenditure, and whether a charge is made for items other than meals or beverages.

Requests for an advance must be received 14 days before it is needed. Receipts to "clear" advances should be presented within thirty days of the return from the trip.

Note: This information is also in the Faculty Handbook (B. "Terms of Employment" IV. "Faculty Travel")