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Purpose of the Pool Eligibility for Support Approval for Travel Support Grant-supported Travel |
Deadlines for Annual Support Travel Insurance Income Tax Information Alumnae Association Support |
In some cases, the College will provide support for other kinds of professional activities (for example, travel expenses associated with holding major professional offices or serving on policy-making advisory boards).
Requests for such support must be directed in writing to the Provost in
advance of the meeting.
The Provost's Office follows the all-College travel policy with respect to reimbursement documentation.
IRS regulations state that business-related expense reimbursements without original documentation are taxable.
There is no limit on the proportion of that allocation that can
be applied toward transportation and registration expenses. Reimbursement
for living expenses (lodging and food) is limited to $150 a day for two
days per conference (for a maximum reimbursement of $300). Requests for additional support for living expenses may be submitted when there is justification (e.g. when a faculty member's contribution to a conference extends over a longer period of time, or if an earlier departure date
results in significant savings in transportation costs).
The Faculty Travel Pool is a program that supports the scholarly
development of those members of the faculty who are on continuing
appointment. On occasion, it is also possible to provide some support to
faculty who have interim appointments at the College. Such requests must
be addressed in advance and in writing to the Provost's Office.
Faculty seeking reimbursement should include with their request a copy of the conference program with their presentation highlighted.
If you have taken a federal income tax deduction for unreimbursed travel expenses in a calendar year and you are subsequently reimbursed by the College for those deducted expenses after you have filed your return, you should be aware of the tax implication of the later reimbursement and adjust your return for your next filing.
Reviewed August 2006Eligibility for Support
Eligible faculty members may apply for support for more than one trip, as long as the total requested remains within the individual allocation of $1,000 (or, for tenure track faculty, $1,200) per year. Tenure track faculty may attend one conference per year in which they are neither panelist nor contributor.
Approval for Support
As noted above, approval for all conference-related, College-paid travel must be obtained in advance from the Provost's Office. The College expects faculty members to make travel arrangements that are most cost effective. Therefore, reservations should be made as far in advance as possible.
Grant-supported Travel
Those members of the faculty receiving support through research grants are
advised first to cover travel expenses for their professional activities
from the travel line in their grant budgets before applying for
reimbursement from the Faculty Travel Pool.
Deadlines for Support
May 15 is the deadline for submitting travel reimbursement requests and accompanying documentation to the Provost's Office.
N.B. Unspent allocations cannot be carried forward from one year to the next, nor can requests for reimbursement for expenses incurred in a prior fiscal year (before June 1) be honored in the current fiscal year (June 1 through May 31).
Eligibility for Travel Insurance
The College has a travel insurance policy provided by the American International Assistance Services, Inc. for faculty and staff traveling abroad. This policy provides coverage for faculty or staff members traveling during the summer or the academic year
Income Tax Information
Alumnae Association
The Alumnae Association is occasionally interested is happy to helping with a faculty member's transportation costs, if the faculty member can participate in an alumnae event. Call the Alumnae Association for further information.
Office of the Provost.
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