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Reimbursement of Candidate Expenses
(Guidelines as shown in the University Handbook)

Airline Travel Expenses
• Costs between $450-499 are approved by Travel Services
• Costs between $500-599 require approval by the college dean
• Costs between $600+ require pre-approval from Provost

Effective January 2006, many airlines require a three week advance notice with a minimum three night stay or a Saturday night stay to obtain the lowest fare available.

Travel Services should be contacted for flight and hotel arrangements prior to any candidate travel. For additional information, please refer to the University Faculty Handbook.

Faculty Development Travel

The Provost's signature is required for all out-of-state travel as well as when Faculty Development funding is requested.
Faculty Development Travel Funds, provided through the Office of the Provost, are available to all full-time faculty members who present a paper or poster at a conference, actively participate in a workshop, or hold an office in an organization sponsoring a conference.
Faculty Development monies are provided at the discretion of the Provost after college and/or department funding has been exhausted. Supporting documentation is required as indicated on the Travel Request Authorization form.
Effective for the 2010-2011 fiscal year, Faculty Development Travel funds will provide
per full-time faculty member:

$500 for Domestic Trips
$700 for Non-Contiguous US International Trips
Maximum Yearly Allowance of $1200
Travel regulations are to be reviewed prior to traveling, especially International travel
policies and procedures for Study Abroad involving student programs/groups.
All faculty must complete their Travel Reimbursement form within 60 days following the last travel day of each specific travel date. Claims submitted after 60 days must be resubmitted to the financial manager and the Office of the Provost for approval. Attach complete documentation verifying travel expenses prior to forwarding to the Office of the Provost.
Part-time faculty are eligible for a maximum annual award of $500 to support professional development travel. These funds are awarded on a first-come, first-serve basis. In order to qualify, part-time faculty must follow the same guidelines as those for the full-time faculty
as mentioned above.

EFFECTIVE JULY 1, 2011 - MILEAGE RATE CHANGE

From: Stanley, Susanne L
Sent: Friday, June 24, 2011

The State of Indiana has increased its mileage reimbursement rate to $0.44 for each business mile driven. Therefore, effective July 1, 2011, the University of Southern Indiana will increase its mileage reimbursement rate to $0.44 per mile for each business mile driven using a personally-owned vehicle.

On July 1, the travel reimbursement forms on Travel Services’ web site will be updated to reflect the
rate change. At that time please delete all templates you may have saved with the $0.40 mileage rate and begin using the new forms for business travel expenses incurred on or after July 1.

For trips that are currently in progress or completed prior to July 1, the reimbursement forms with the $0.40 mileage rate will remain on Travel Services’ web site until the end of August. In addition, the mileage chart on the web site will contain the standard round trip mileage for both rates.

IMPORTANT REMINDER: Review the following travel policies regarding business trips to distant cities/locations using your personal vehicle:

In addition to claiming mileage to a distant location, a traveler may be reimbursed a maximum of two days Per Diem allowance (a day each side of the business dates as determined by the best flight itinerary), two nights lodging (a night each side of the business dates as determined by the best flight itinerary), tolls and parking. However, the total reimbursement for the mileage, lodging, per diem, tolls and parking may not be greater than the total cost of the best flight itinerary (available 30 days prior to departure), the cost of airport parking, and the cost of ground transportation.

If a traveler chooses to drive and not fly, and this decision results in additional days while in travel status, then the additional days are considered personal vacation time and are to be recorded as such. The traveler is still eligible for lodging costs and per diem allowance for these days as long as the request is in accordance with the previous paragraph.

PART TIME & ADJUNCT FACULTY HANDBOOK

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