Faculty Travel Funded By College of Liberal & Creative Arts

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1 Faculty Travel Funded By College of Liberal & Creative Arts College Travel Funding is for: Paper or Workshop Presentation at a National or International Conference, Paper or Workshop Presentation. Installing work in exhibition is acceptable. Talk related to exhibition of work is acceptable. Performance is acceptable. Tenured or Tenure-Track Faculty only Reimbursement Up to $1K for the academic year dependent upon college funding You can be REIMBURSED for the following: 1. Airfare: Economy Class (Coach Fare) NO UPGRADES. 2. Hotel: Max of $275 + tax, a night in U.S. International rate differs, please inquire. 3. Conference or Meeting Registration. The Following forms and documents are required for travel reimbursement, within 30 days before and after travel: 1. Request for Authorization to Travel ( n_to_travel.pdf). This must be submitted BEFORE travel takes place, see college Travel policy. U.S. Territories are NOT considered international travel. International travel requires at least 45 days advanced request. Please note that travel to high-risk countries requires additional paperwork and approval. You should allow additional time to complete the required paperwork. 2. Combined travel claim and itemized list of actual expenses, Subsistence and STD 262 sheet tabs (after travel, within 30 days) 3. Airfare Receipts (after travel, within 30 days). 4. Hotel Receipts (after travel, within 30 days). 5. Conference/Meeting Registration Receipt (after travel, within 30 days). 6. Copy of bank/credit card statement with itemized hotel, airfare, conference charges (after travel, within 30 days). 7. Certification of Non-Original/Electronic Receipts (for online/ receipts).

2 Helpful Links: Travel Authorization and Exception Forms Reimbursement (Combined travel claim and itemized list of actual expenses, subsistence and STD 262 sheet tabs) Faculty Affairs Travel Instructions (separate funding than the $1,000 from the College) Faculty Affairs Travel Application Form International Travel Checklist and Insurance ng/foreign%20travel/request%20for%20foreign%20travel%20insurance%20packet_v3.pdf High Risk Countries and Forms Other Travel Notes Driving. All employees must complete defensive driving, if driving on university business, including at conference, even if the university is not paying any of the expenses related to that driving. Neither the college or faculty affairs will reimburse ground transportation. Information about defensive driving can be found at the following URL: Travel Expenses Related to Grants. While the College of Liberal & Creative Arts and Faculty Affairs is only paying for certain expenses, some grants permit payment for other kinds of expenses. Additional information about such matters can be found at the Fiscal Affairs travel website:

3 Starting the Travel Process Submit a complete authorization to travel form to Office Manager for Chair s signature. Please fill in sections 1, 2, 3, 4, 5, 6, 7. Sign and date section 9. For international travel the process must be started at least 45 days in advance. EXAMPLE Follow link above to fill out the form electronically.

4 Reimbursement Procedures Collect all receipts for airfare, lodging, and conference/meeting registration. All receipts should be on 8 ½ by 11 paper. If a receipt is smaller than that size, scotch tape it to 8 ½ by 11 paper. (NO staples; receipts have go through machines that are damaged by staples). Complete the form found at on the tab labeled Subsistence. Only list expenses related to airfare, lodging, and conference/meeting registration. Place registration fees in Business Expense column. Place lodging expenses in the appropriate column for location (e.g., 48 states, Alaska/Hawaii, or International). Material entered on the subsistence tab will be automatically entered on the STD 262 form, but one will need to add a statement about the purpose of the trip on the STD 262 form before printing it. Print out both the completed subsistence and the STD 262 forms. Sign the STD form in the second claimant signature box towards the bottom of the form. Place the STD 262 form on top. If the receipts total more than the amount allowed ($1,000), write at the top of the form Traveler is only claiming $1,000. Similarly, in these cases cross out claim total and write above it the amount actually being claimed for reimbursement and in the space next to it write only pay. Place receipts on 8 1/2 by 11 paper behind the two forms. Receipts should indicate that the amount has been paid. Credit card receipts work especially well and for international travel already give us the currency exchange rate. Internet receipts sometimes don t have the information that is needed. In those cases, use the Certification of Non-Original/Electronic Receipts document with the traveler s signature. Place this signed document in front of the receipts. Order of documents paper clipped together (NO staples): 1. Signed STD 262 Form 2. Subsistence Form 3. Signed Certification of Non-Original/Electronic Receipts (if needed) 4. Receipts for airfare, lodging, and conference/meeting fees Within 30 days of travel (the sooner the better), submit the above to your AOC who will submit to the College financial staff for your program.

5 Certification of Non-Original/Electronic Receipts This must be included with all reimbursement requests that include electronic receipts ( or online). Date: Certification of non-original/electronic receipts I certify that the non-original or electronic receipts included in this travel claim are the original receipts issued to me by the vendors. I further certify that I have not submitted, nor will submit in the future, a duplicate of these receipts for payment or reimbursement. Traveler s Name: Traveler s Signature: Approver s Name: Jennifer Daly

6 Examples of Completed Combined Travel Claim and Itemized List of Actual Expenses, Subsistence and STD 262 Form Subsistence Sheet Fill in the following information: Month and Year Location UIN Department Your Phone Number Position (i.e. Assistant Professor) Your address Dates Lodging total for each day (in proper column, U.S., Alsaka/Hawaii, International) Transportation (airfare) total and type Registration Fee, if applicable, in Business Expense Column

7 STD 262 Sheet X DO NOT SIGN HERE Most items auto-fill from the other sheet. You must fill in the purpose of trip. If total exceeds $1,000, after printing, please cross out the claim total and mark only pay $1,000. You must also write Traveler is only claiming $1,000 at the top of the form.