College Professional Meeting Reimbursement Program
* This information was updated in 2007 and replaces information in the faculty handbook that is outdated and in the process of revision.
Subject to budgetary limits, reimbursements for professional meeting expenses will be granted under the following conditions:
1. Eligible are tenured and tenure-track Faculty members, and Faculty members on temporary appointments at the discretion of the appropriate department head and dean. Year-long, full-time temporary faculty are eligible to request funds up to $1,250 for travel to professional meetings.
2. Each eligible Faculty member will be reimbursed a typical maximum of $1,250 (plus administrative registration fee) for one professional meeting per academic year. Reimbursements at these rates will be made for a second meeting when an eligible Faculty member presents a refereed 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. There is a maximum in a given year of $3,000. Special funds for international travel (airfare above $650) will be charged to the office of the provost and not counted against the meeting total.
The Office of the Dean of the College requires advanced notice for faculty travel. To this end, faculty are asked to complete and submit this form.
3. Faculty members are expected to manage costs as effectively as possible. The University travel website contains useful information. When attending a meeting within a 250-mile radius of Lexington, faculty are expected to travel by automobile and will be reimbursed at the rate of $0.375 per mile (effective January 1, 2008).
4. Reimbursements for additional or special meetings will be made at the discretion of the appropriate dean (College, Williams School, or School of Law).
*The Dean's Office manages travel reimbursement for the College faculty. You must submit a travel expense voucher and all receipts (including meals) to the Office of the Dean of the College for reimbursement. To download a travel expense voucher, go to this Business Office site: http://businessoffice.wlu.edu/Forms.htm . Associate Dean Knapp must sign the reimbursement form, which will then be taken to the Business Office for you. The Business Office expects to receive documentation within one week of completion of travel.
*Please be reminded that the University can help you get supplemental insurance for your overseas research/academic trips. Your Southern Health insurance covers you for medical. Amy Richwine at the Center for International Education has information on a policy that covers you for medical evacuation and repatriation of remains. It costs $4, per person, per month. If you are interested in acquiring this supplemental insurance for you (and your family if they are accompanying you), contact Amy Richwine.
Updated September 18, 2007