Guidelines and Budgeting

Below are the guidelines for all faculty seeking financial support for professional meetings between July 1, 2022, and June 30, 2023.
 
Effective July 1, 2016, the annual maximum for all such support depends upon your position, so consider carefully which meeting(s) you can attend. Please note that the amounts are absolute limits. Fiscal limitations mean that if some people were to draw more than their allotment for their travels, others might have to do without travel altogether. The amounts per year are as follows:
  • $2,000 for Tenure line and LTNTT faculty 
  • $1,500 for contingent faculty with a multi-year appointment 
  • $1,000 for contingent faculty with a one-year appointment 
Normally, 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. However, for 2022-2023, all faculty members who attend VIRTUAL conferences may receive full reimbursement up to the annual limit, even if they are not presenting at the conference. 
 
In order to make it possible to estimate the year’s expenditures, please let us know all of your plans by October 22, 2022, via this form. If you have travel opportunities for additional meetings after this deadline, the Dean will consider requests on a case-by-case basis.  
 
Guidelines:
  • The meeting should be that of a recognized organization in the faculty member's academic discipline and/or a conference of recognized standing.
  • Within ten 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 normally reimburse travel expenses that exceed amounts established by budgets or by state policy for the year or individual trips.