Travel Guidelines
The following general guidelines will be used to determine the level of support that faculty members will receive during the 2009-2010 academic year.
Authorization: Division Heads authorize travel for faculty in their divisions. In cases where Academic Affairs or other funds support travel, the Associate Dean or Chancellor must also authorize the travel. No allocations will be made unless a “Travel Expense Authorization Form” is submitted to the Division Head at least one month prior to travel.
Eligibility: Each tenure line faculty member is eligible to receive reimbursement according to the following schedule:
- Paper Presentations:
- Up to $1800 per academic year for presenting papers in the U.S.
- There are two sources of additional funding available for international paper presentations:
- Up to $600 is available from the Division for presenting papers at out-of-country conferences.
- Up to $600 is available through the newly established Associate Dean’s Research and Development Fund to support international conference presentation, research and development.
- Faculty are also encouraged to inquire about opportunities for travel support through the appropriate UP department.
- Up to $700 for travel for organizational activities, e.g., chairing a panel. This amount will be calculated as part of the $1800 allowance for the academic year.
- A maximum of $250 for attending a conference for purposes of professional development. This amount will also be calculated as part of the $1800 allowance for the academic year.
- Travel to University Park and to other University locations to attend official meetings will be separately budgeted and fully reimbursed.
- In accordance with principles adopted by the Faculty Senate, preference for funding in excess of these limits will be given to those immediately involved in the tenure and promotion process and subject to authorization by the Associate Dean.
Full-time non-tenure line faculty are eligible for support for travel up to a maximum $250 per academic year for purposes of professional development.
Authorization Form: The following documentation must be attached to the completed authorization form:
- Letter of acceptance for presentations, or notice or invitation for organizational activities, conference attendance, or UP-related travel.
- Printed evidence of registration cost.
- Quotation of airfare cost from UP Travel Office (provided by email), or quotation of rail or bus fare (available from carrier’s website), or calculation of mileage.
- Printed quotation of lodging costs, with all taxes included (available from hotel website, conference materials, or email)
- Printed quotation of estimated cost of meals and incidentals
- Printed evidence of all ground transportation costs (airport shuttle, subway, or local bus), where obtainable, from conference materials or airport, hotel, or carrier website.
- Documentation of estimated taxi costs is not needed.
Keep copies of the completed authorization form and all documentation. A copy of the signed authorization form will be given to you and will be needed for purposes of reimbursement.
Fleet vehicles should be used unless it is impractical to do so. Faculty who choose to use a private car when a fleet vehicle is available and it is practical to use it will be reimbursed at the fleet car rate. To use fleet vehicles, submit a Reservation/Authorization to use a University Vehicle form to your Division Head for approval prior to the travel. Contact Police Services at x7422 to reserve a fleet vehicle.
Submit a copy of the signed authorization form, and necessary original receipts to the staff assistant working directly with your Division Head within 30 days of return from travel. Keep copies of the completed form and all receipts. The staff assistant will enter your travel report into the Employee Reimbursement System (ERS) as your designate. Once your information is entered by the staff assistant (ERS generates an e-mail notification to you), you need to go to www.ers.psu/edu to review the information and submit it for approval and payment.
See the University Travel Services website for more information and contact your Division Head if you have any questions.
