2018 Travel Support Information

Laura Chiles
CAS Director of Administration

Daniele Holland

General Information

The College of Arts & Sciences encourages and supports faculty research.  One way of demonstrating this support is by providing travel funds to enable faculty and graduate students to present papers, posters, serve as discussant, or chair a panel at regional, national, or international conferences.  In general, funding is provided only when the faculty member or graduate student is presenting a paper or poster.  We almost never provide support simply to attend a meeting or to underwrite research-related travel. 

It is important to follow the guidelines and procedures set by the Dean’s Office in order to have your trip considered for funding.  Because the college’s travel budget is limited, support must be secured at least one month prior to attending the conference/seminar.  We do not support or fund any travel requests after the trip has been taken.

When and how do I submit a request for travel funds?

The individual’s responsibility begins with obtaining and completing a Travel Prediction Form please click here for each trip.  Attach copies of all pertinent travel information (i.e. confirmation of your paper’s acceptance, an invitation to chair a panel at a conference, the seminar schedule for which you are presenting the paper, etc.) and then list all sources of funding on the Travel Prediction Form (i.e. research grants, departmental accounts, other professional funds).  The department chair or program director should indicate the amount the department or program is prepared to contribute before forwarding it to the Dean’s Office.  You should submit your Travel Prediction Form(s) as soon as possible.

Are there other travel funds available at Lehigh?

The Provost also has travel funds for Assistant and Associate Professors and Professors of Practice.  As these funds are also limited, the Dean’s Office does not forward every travel request to the Provost’s Office.  The Dean’s Office decides whether or not to forward the travel request, with the Dean’s endorsement, to the Provost’s office.  Typically the Provost’s fund provides grants to cover up to half the cost of one trip per calendar year as long as there is cost share with the department and/or college.  Please click here to review the Provost’s Office Travel Policy.  http://www.lehigh.edu/~inprv/faculty/travelgrant.html

Can I apply for more than one trip?

We are happy to provide support if the funds are available, but for budgeting purposes we ask that all Travel Prediction Forms be submitted to the Dean’s Office as soon as possible as requests are processed on a first come, first serve basis.  The College’s travel funds have supported more than one trip for the same faculty member in any given academic year, however one trip per academic year, per faculty member is the norm for college support.  The maximum amount of support given to faculty per fiscal year is $1,300.  The maximum amount of support given to graduate students is $300 per fiscal year.  Likewise, if your plans change, we ask that you notify us immediately so we can award the funds to someone else, as a waiting list is started once available funds have been fully allocated.  We understand that there will be some years you may not attend a conference, and there will be some years you may be invited to several.  We try to take this into consideration when awarding funds. 

How do I know if I have been allocated travel funds?

Once the decision has been made to underwrite travel plans, an award letter is sent to the faculty member and is copied to the Department Chair and the Academic Coordinator.

How do I receive the money?

Once a travel award has been given, your estimated funds will be reserved by the Dean’s Office.   Upon return from your trip, please complete the travel expense spreadsheet attached to your award letter and submit the spreadsheet along with receipts for items over $75 (per University policy) to Daniele Holland (drh514@lehigh.edu)  in the Dean’s Office.  Once the expenses have been reviewed, the Dean’s Office will then transfer the funds to your department and will forward your department coordinator a copy of such transfer. 

*Please note that all reimbursements and charges are processed through the OneCard system.

What expenses can be reimbursed?

Because all travel expenses are subject to audit and review by the Controller’s Office, your receipts will be reviewed in order to ensure that all expenses adhere to the University’s Travel and Business Expense Policy.  This ensures that all travel and business expenses are valid, necessary, and in compliance with IRS and other government agency regulations and general University accounting procedures.  Expenses that may be reimbursable include*:  necessary telephone or fax charges; necessary expenses associated with baggage handling, storage, and tips, laundry and dry cleaning for travel periods greater than five days, hotel, and travel expenses. 

Expenses that are NOT reimbursable include*:  alcoholic beverages; credit card fees; auto rental insurance charges; child care expenses; fines for traffic/parking violations; personal entertainment expenses; travel insurance; medical costs, etc.

*Please click on the following link to be directed to the Controller’s Office policy on “Travel and Business Expense Policy and Procedures” effective January 1, 2018 for a full list of reimbursable/non-reimbursable expenses.