Faculty Travel 2019-2020: Guidelines and Budgeting

The guidelines for all faculty seeking financial support for travel to professional meetings between July 1, 2019 - June 30, 2020, will be the same this year as last. In order to make it possible to estimate the year's expenditures, please let us know of your plans by October 14, 2019, via the electronic form.

The annual maximum for all such support depends upon your position, so consider carefully which meeting(s) you can attend. Please note that the amounts are absolute limits. Fiscal limitations mean that if some people were to draw more than their allotment for their travels, others might have to do without travel altogether. The amounts per year are as follows:

Tenure line and LTNTT faculty $2,000
Contingent faculty with a multi-year appointment         $1,500
Contingent faculty with a one-year appointment $1,000

Your rate of reimbursement will depend upon your role at the conference or professional meeting. Full reimbursement (up to the annual limit) will normally be made only when the faculty member reads a paper, serves as an official discussant at a session, or presides as a general officer. Faculty who attend but do not have an active role in the meeting will be eligible for a 50% reimbursement (up to the annual limit).

Guidelines:

  1. Requests for financial support are due October 14, 2019. Requests after this date must be approved personally by Dean Papillon. The meeting should be that of a recognized organization in the faculty member's academic discipline and/or a conference of recognized standing.
  2. If an advance is necessary for non-refundable expenses, a request must be made in time for a check to be prepared according to regular procedures (normally at least two full weeks).
  3. Within ten days of the faculty member's return from the meeting, a full financial accounting must be made using the Faculty Travel & Business Expenses Form, including amounts spent for travel, lodging, registration fees, and the per diem amount for meals and incidentals. This form and scanned copies of receipts should be emailed to Kristen R. Kleinfeld, Assistant for Finance and Administration, at krkleinf@sewanee.edu. A travel expense report form must be completed separately for each professional meeting. If your hotel or conference provides a meal, you should deduct that meal allowance from your per diem. If you have room service or restaurant charges on your hotel bill, you should also deduct these charges from your per diem.
  4. In planning a trip to a professional meeting, a faculty member should take advantage, insofar as is possible, of special/discount air rates (and should travel coach class). If several faculty members plan to attend the same meeting they should, as far as is practical, share transportation and accommodations where this will affect significant economies. Please request that any invoice or receipt be sent directly to you and then submit it with your other receipts for reimbursement.
  5. Driving expenses when a private car is used for business purposes will be reimbursed at the rate of $0.545 per mile; when a University car or minivan is used, the charge will be $0.56 per mile or $0.60 per mile for larger vans (11 passengers). Since the use of a University vehicle is charged to Faculty Travel, this amount should be shown as an advance in your financial accounting. Arrangements for using a University vehicle can be made through Facilities Management. Faculty and staff members are encouraged to use University or rental vehicles when transporting students. 
  6. Please keep in mind that the Dean of the College will not normally reimburse travel expenses that exceed the amount established by budgets or by stated policy for the year or individual trips.

 Forms:

Faculty Travel & Business Expenses Form