Conference Travel

Travel procedures for the 2016-2017 academic year (beginning July 1, 2016)

For FY16-17, College faculty travel allotments will continue to allow a per trip maximum of $1,200 and a total possible allotment of $3,000 for qualified faculty.  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.

Advanced notice is required for faculty conference travel:  the earlier the better!

The Conference Travel Request Form below must be completed and submitted PRIOR to any travel. Faculty are responsible for providing reasonably accurate travel estimates and for contacting the Dean's Office if approved travel is cancelled or travel plans change.  Please be aware that any change in travel plans that results in additional expenses must be pre-approved.  To ensure funding availability, faculty should submit a request form at the time a paper proposal or other work is sent in for consideration. 

For information about required International Travel Registration see https://www.wlu.edu/center-for-international-education/faculty-and-staff-resources/travel-registry

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

Eligibility  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.

Reimbursement Amounts  Each eligible faculty member will be reimbursed a typical maximum of $1,200 (plus registration fee) per conference. 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 may be permitted to the extent eligible faculty allotments can cover the expenses and if funding is available.

Travel Expenses Faculty members are expected to manage travel costs as effectively as possible.

Please refer to the links below for more information:


Expense Documentation Itemized receipts for legitimate transportation, meal and lodging expenses are required for reimbursement.  Faculty members cannot be reimbursed per diem and must have actual receipts. 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.

Please refer to the links below for more information:

Abstract submission fees, associated presentation costs (poster printing, postage, copying, shipping, batteries, etc.) and personal health or beauty supplies (gum, toothpaste, aspirin, etc.) are not eligible for reimbursement.   

Travel Voucher  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 travel voucher. 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.

The travel voucher and all receipts must be submitted to Virginia Garrett 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.

Do not send the receipts to the Dean's Office without a completed travel voucher. 

Using a University Credit Card for Conference Travel  If expenses are paid by University credit card, itemized receipts and a travel voucher must still be submitted.  Credit card slips showing the total purchase only will not be accepted.  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.

Pre-Paid Expenses  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

Updated July 1, 2016