TO: COLLEGE FACULTY MEMBERS
FROM: DEAN JOHN GATTA
_______________________________________
Listed below are guidelines for receiving financial support for travel to professional meetings in 2008-09. So that I can estimate the year's expenditures, I must ask you to return the attached form to my office no later than September 30, 2008. Since you may not know the full details about the meeting(s) at this time, tentative plans are perfectly acceptable. Approval for funding to attend more than one professional meeting during the fiscal year (July 1, 2008 - June 30, 2009) will normally be given only when the faculty member reads a paper, serves as chair or official discussant at a session, or presides as a general officer. Under most circumstances, the annual maximum for such support is $1600, with no more than $500 of this amount to be expended on a conference in which you are not giving a paper or serving in another public role. Typically, a faculty member might expect to attend two meetings per year (one meeting simply as an attendee, one with more public role); but some flexibility can be exercised within this expectation, so long as the $1600 limit is observed.
Guidelines are as follows:
1. Requests for financial support must be made prior to a professional meeting. The meeting should be that of a recognized organization in the faculty member's academic discipline or a conference of recognized standing.
2. If an advance is requested, this must be done in time for a check to be prepared according to regular procedures.
3. Within ten days of the faculty member's return from the meeting a full financial accounting must be made in writing, including amounts spent for travel, food, lodging, and registration fees. A travel expense report form must be completed separately for each professional meeting. Travel expense reports can be located on Public Information/Dean of the College folder/Forms.
4. The University will reimburse a faculty member for all such expenses incurred in attending a meeting at which the faculty member reads a paper, serves as a chair or official discussant at a session, or presides as a general officer. Limit: $1,100.00.
5. The University will reimburse a faculty member for 75% of such expenses incurred in attending a meeting at which the faculty member does not have a place on the program or serve as a presiding officer. Limit: $500.00.
6. In planning a trip to a professional meeting, a faculty member should take advantage, insofar as is possible, of special air rates such as supersaver fares. 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 the invoice be sent directly to you and then submit it with your other receipts for reimbursement.
7. Driving expenses, where a private car is used, will be reimbursed at the rate of .585 cents a mile; where a University car or mini-van is used the charge will be .35 cents a mile or .585 cents a mile for larger vans (15 passengers). Since the use of the University car is charged to Faculty Travel, this amount should be shown as an advance in your financial accounting. Arrangements for using a University car can be made through the Police Department.
JG: cac
P.S. The form which you should use for submission to the Dean is on "Public Information" volume of the Angel net Server in the folder "Dean of the College"-- "Forms"--named "Faculty Travel Request Form." The form is also located at http://www2.sewanee.edu/cdean/faculty/Travelrequestfrm.
Cindy Church, Administrative Assistant
Dean of the College Office
SEWANEE: The University of the South
735 University Avenue
Sewanee, TN 37383-1000
Phone: (931) 598-1248
Fax: (931) 598-3229
Travel Request
