Conference Travel

Travel fund adjustments for the 2015-2016 academic year (beginning July 1, 2015)>

For the next fiscal year, the Dean's Office is happy to report that faculty travel allotments will continue to allow a per trip maximum of $1,200 and a total possible allotment of $3,000.  However, in order to ensure the most equitable use of travel funds to benefit all College faculty, the following travel procedures must be followed.  Please review this page carefully.

Again this year, we cannot provide a subsidy for international airfare that exceeds $650 as we have done in the past. The full airfare will count towards your total travel allotment. If you plan to take an unusually expensive international flight, please contact the Dean's Office to discuss airfare options and travel plans.

College Professional Meeting Reimbursement Program

The Office of the Dean of the College requires advanced notice for faculty travel:  the earlier the better!

Faculty are asked to complete and submit the Professional Meeting Request Form below PRIOR to any travel. Faculty are responsible for providing reasonably accurate travel estimates on the form.  To ensure funding availability, faculty should submit a request form at the time a paper proposal or other work is sent in for consideration.  Faculty are responsible for notifying the Dean's Office if approved travel is cancelled or travel plans change.

Subject to budgetary limits, reimbursements for professional meeting expenses will be granted under the following conditions:

1. Eligibility For travel to professional meetings, tenured and tenure-track faculty members are eligible to request funds up to $3,000, plus two (2) registration fees totaling $800 maximum for two conferences.  Year-long, full-time temporary faculty are eligible to request funds up to $1,200, plus one (1) registration fee totaling $400 maximum for one conference.

2. Reimbursement Amounts Each eligible faculty member will be reimbursed a typical maximum of $1,200 (plus registration fee) per professional meeting. Exceptions may be made by the appropriate dean for travel to high-cost urban cities or trips abroad. Each eligible faculty member may be reimbursed for one professional (enrichment) meeting per academic year. Reimbursements at these rates will be made for a second meeting when an eligible faculty member presents a referred or invited paper; organizes and presides at a special session of a program; holds a major office in a professional association or society and is required to attend its annual meeting; or gives an artistic performance or exhibition. Reimbursements for registration fees exceeding $800 (or $400 for year-long, full-time temporary faculty)  or for additional conferences will be permitted to the extent faculty travel allotments can cover the expenses and if funding is available.

3. Travel Expenses Faculty members are expected to manage travel costs as effectively as possible. For local or regional trips, faculty are expected to travel by automobile and will be reimbursed at the rate of $0.375 per mile (effective January 1, 2008) or rental car through Enterprise, whichever is more economical.  For long-distance travel, faculty are expected to use a home airport (Roanoke, Charlottesville, Lynchburg, Staunton, Richmond, Dulles, Reagan National), although exceptions will be made for off-campus sabbatical locations.  Faculty may also want to consider travel by train for regional or long-distance trips - using the Amtrak station in Charlottesville can be less expensive than air travel. For travel to/from a home airport or home train station, personal automobile or rental car is required for full reimbursement up to one round-trip of travel.  Faculty will not be reimbursed for the full expense of hiring a personal driver or taxi, and will be reimbursed only for the equivalent of an Enterprise rental car rate or mileage and economy parking (whichever is less expensive).  Faculty are expected to use economy parking when traveling from a home airport.  Please note that travel insurance is not covered by the University.  When flying out of Roanoke, faculty should consider the savings of renting a car from Enterprise ($70 roundtrip) in lieu of requesting mileage and parking fees.  Rental cars may be picked up from and returned to the W&L parking garage.  Prior to travel by automobile, please make sure you are familiar with the University Vehicle Use Policy.  It applies to any vehicle travel on university business (personal vehicle or rental car).

4. Expense Documentation  Itemized receipts for legitimate travel, meal and lodging expenses are required for reimbursement.  All domestic expenses, including meals, submitted for reimbursement or payment on a University credit card must be accompanied by an itemized receipt  A credit card slip showing the total purchase only will not be accepted.  For international travel, faculty should try to get itemized receipts when available.  When they are not, please itemize by making notes on the receipt as to what was purchased.

Faculty members cannot be reimbursed per diem and must have actual receipts; meal limits do apply.  Meals are only covered for the faculty traveler.  Shared meals with colleagues and/or family members must be itemized and apportioned.  Faculty should avoid booking lodging through an online travel service, such as Expedia or Travelocity, that does not provide itemized lodging receipts.  Abstract submission fees and associated presentation costs (poster printing, postage, copying, shipping, etc) are not eligible for reimbursement.  A faculty member must submit a Travel Expense Voucher for all trip expenses, whether charged to a University credit card, personal credit card or paid by cash or check.  Please work with your department administrative assistant to complete the voucher if there are questions.  Do not send the receipts to the Dean's Office without a completed form.  The travel voucher must list every expense associated with the trip; there should be one (1) travel voucher per trip. Once a travel voucher has been processed, no additional expenses for that trip can be submitted for reimbursement.  Faculty members using the University credit card to pay professional meeting expenses are responsible for coding the receipts using "11-7860-AAAAAA" and for listing credit card expenses on the travel voucher. The travel voucher and all receipts must be submitted to the Office of the Dean of the College for reimbursement within one week of travel completion.  Any travel voucher submitted more than a month after travel completion will be reviewed for funding availability before reimbursement.

If a faculty member would like to be reimbursed for pre-paid airfare and registration prior to conference travel, please submit a Disbursement Voucher to the Office of the Dean of the College (with appropriate documentation) and indicate on the form that this is a travel advance for authorized travel and list the conference and dates. This travel advance should then be recorded on the Travel Expense Voucher.

See these links for examples of completed forms: Disbursement Voucher and Travel Expense Voucher

5. Additional Meetings  Reimbursement for additional or special meetings will be made at the discretion of the appropriate dean as funding permits.

Updated July 1, 2015