Faculty Travel

The Faculty Professional Travel Fund supports faculty in their scholarly and creative work.

Eligible faculty may use these funds:
* To defray travel costs of presenting scholarly papers, chairing or responding to sessions, or presenting creative work at professional meetings in their discipline or interdisciplinary area(s) at a professional conference;
* To defray travel costs of attending a conference or workshop specific to their discipline or an interdisciplinary area(s) related to their teaching and/or scholarship.

Continuing Instructors, Tenured, and tenure-track faculty may apply for up to $500 to attend a conference or workshop; those who are presenting scholarly papers, chairing or responding to sessions, or presenting creative work at professional meetings in their discipline, are eligible to apply for up to an additional $700. Faculty presenting at more than one conference per year must submit a request for funding for each conference. The maximum allocation available annually per faculty member is $1,200 (apart from supplemental funding for international conferences described below). Faculty must submit a request for funding prior to conference travel and a detailed Expense Report form once the travel is completed. To be eligible for reimbursement, travel expenses must be submitted in the academic year in which the travel occurred.

Full-time adjunct and visiting faculty in their first year of a full-time faculty position (4/7 or above) may apply for up to $500 in professional conference travel funds if they are presenting at the conference. Full-time adjunct and visiting faculty in their second or successive year of a full-time faculty position may apply for up to $700 in professional conference travel funds if they are presenting at the conference.

Up to $500 may be carried over from one fiscal year and may only be used to defray costs of presenting scholarly papers, chairing or responding to sessions, or presenting creative work at professional meetings in their discipline or interdisciplinary area(s) at a professional conference. If a trip crosses fiscal years (for example, it takes place May 29-June 6), the funds will be used from the year containing the majority of the travel days.

Faculty Professional Travel Funds may be used for the following expenses:
Airfare to conference, exhibit, or workshop and Airline baggage fees
Conference registration fees
Membership fees associated with conference or workshop registration
Accommodations while at the conference or workshop
Parking and/or ground transportation
Mileage (capped at a maximum of $350)
Meals while at the conference and during travel to/from (itemized) and within reason
Internet access charges while attending conferences or workshops

Faculty Professional Travel Funds may not be used for the following expenses:
Professional association membership fees (not associated with conference registration)
Books or materials
Page costs or other publishing expenses
Travel to conduct research
Costs associated with changes in hotel or airfare
Trip insurance or travel protection or auto insurance - Purchase of travel/trip cancellation insurance is at the traveler's own expense
Costs associated with family or friends accompanying the faculty member
Passports

Honorariums and Stipends
If a faculty member receives a stipend for presenting scholarly papers, chairing or responding to sessions, or presenting creative work at professional meetings in their discipline or interdisciplinary area(s) at a professional conference, the amount of the stipend will be subtracted from any faculty travel funds awarded. For example, a faculty member agrees to be the keynote speaker at a conference and is paid $500. The trip costs a total of $1,200; the faculty member is eligible to apply for up to $700 in travel funds.

Due to financial constraints, the Kendall Center reserves the right to deny requests for expenses not currently included on this list. If you have questions about what expenses are appropriate for faculty professional travel funds, please contact the Kendall Center.

International Travel Supplement

Continuing Instructors, Tenured, tenure-track, and full-time adjunct and visiting faculty in their second or successive year of a full-time faculty position who are presenting scholarly papers or creative work at professional meetings held outside the U.S. (except Canada and Mexico) may apply for up to $500 in additional funding to help with increased expenses. International conference funds are supplemental to the regular professional funds available to faculty. The basic $1,200 allocation must be used first. Funds allocated but not used will be returned to the International Travel Fund for use by other faculty. Applications should be submitted to the John S. Kendall Center for Engaged Learning when the proposal to present is submitted to the conference.

The College complies with the Internal Revenue Service travel guidelines as outlined in Publication 463, Travel, Entertainment, Gift, and Car Expenses. International travel expenses are subject to limitations if the trip is more than seven consecutive days outside of the U.S. and more than 25% of total time is devoted to nonbusiness activities. Please contact the Finance office for additional information.

Contact the Kendall Center Adminitrative Coordinator, cblaukat@gustavus.edu, or the Kendall Center Director with questions.