Faculty Professional Travel Fund

Kendall Center

As of August 1, 2021, Gustavus Adolphus College is supporting job-related travel for its staff, faculty, and college-sponsored travel for students. Please note that changes in the local, regional, national, or international COVID pandemic conditions may cause the college to change its travel policy at any time. Any changes to the college-wide travel policy will be communicated to the community and to the KCEL leadership. Gustavus Adolphus College Travel and Entertainment Policy

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. The travel fund application and expense report forms are available on the Kendall website.

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.

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.

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.

To be eligible for reimbursement, travel expenses must be submitted in the academic year in which the travel occurred.

Please see the section on travel on the All-College Policies site for eligibility and other detailed information.

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)
  • 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
  • Costs associated with family or friends accompanying the faculty member
  • Passports

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.

Supplemental Funds for Presenting at an International Conference

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) 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.

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.

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.

Covid

For faculty who have not yet made travel arrangements

Be aware of the kind of airline ticket that you plan to purchased: 
Is it refundable? 
Is a voucher available? If yes, when will the voucher expire? 
Is the voucher transferable?
Are there benefits to purchasing the travel insurance that will refund you the ticket should your plans change? (at this time, travel insurance need to be paid by the individual faculty and is not covered as part of the travel grant)

For faculty who have made travel arrangements

Is the ticket refundable, if so, please get the refund
If only vouchers are offered: 
Use the voucher when you travel again to another conference in the future
This would require you to reimburse the college for the ticket, then when you utilize the voucher for the next conference, the college will reimburse you. 
This voucher could be used in the school 22-23 if the voucher has not yet expired.

Use the voucher for personal travel
This would require you to reimburse the college for the ticket (permanently) 

If you do not foresee any opportunity to use the voucher before the expiration date and if it is not transferable toward a person who plans to travel before the expiration date, the college will absorb the cost of the ticket, but the amount spent will be deducted from a faculty member’s travel grant allotment for the year.