Guidelines and Budgeting

Please submit your tentative plans for conference/professional development travel using the 2024-2025 Faculty Travel Tentative Plans form by Sunday, October 20, 2024. This form helps us estimate the year's expenditures. This does not mean that you cannot change your conference travel plans at a later date.

Below are the guidelines for all faculty seeking financial support for professional meetings between July 1, 2024, and June 30, 2025.

The annual maximum amount provided for professional development activities (in-person or virtual) depends upon your position, so consider carefully which meeting(s) you can attend. The amounts per year are as follows:
  • $2,500 for Tenure line and LTNTT faculty 
  • $2,000 for contingent faculty with a multi-year appointment 
  • $1,500 for contingent faculty with a one-year appointment 
Guidelines:
  • Full reimbursement (up to the annual limit) is made only when the faculty member reads a paper, serves as an official discussant at a session, or presides as a general officer. Faculty who attend a conference but do not have an active role in the meeting will be eligible for 50% reimbursement (up to the annual limit).
  • The meeting should be that of a recognized organization in the faculty member's academic discipline and/or a conference of recognized standing.
  • Within 30 days of the conclusion of the meeting, a full financial accounting must be made using the Faculty Travel & Business Expenses Form, including amounts spent for travel, lodging, registration fees, and the per diem amount for meals and incidentals. This form and scanned copies of receipts should be emailed to the Dean's office email account, deancas@sewanee.edu. A travel expense report form must be completed separately for each professional meeting. If your hotel or conference provides a meal or if you have room service or restaurant charges on your hotel bill, you should deduct those charges from your per diem.
  • In planning a trip to a professional meeting, a faculty member should take advantage, insofar as is possible, of special/discount air rates (and should travel coach class). If several faculty members plan to attend the same meeting they should, as far as is practical, share transportation and accommodations where this will affect significant economies. 
  • Please keep in mind that the Dean of the College will not typically reimburse travel expenses that exceed amounts established by budgets or by state policy for the year or individual trips.