Department of Spanish and Portuguese Internal Procedure: 聽A&S Teaching Professor聽Travel Funds

The following, revised internal Department of Spanish and Portuguese process for apply for A&S Teaching Professor travel funds was approved by聽Nina Molinaro, Department Chair, June 29, 2021.

The College of Arts and Sciences offers a聽funding聽opportunity called the聽A&S Teaching Professor聽Travel Fund聽to support聽Instructor聽and Senior聽Instructor聽travel for professional pursuits.聽You can find information about this 蹿耻苍诲听丑别谤别.

Please complete聽the聽following steps:

1) Please聽review the "A&S Teaching Professor聽Travel Funds" specifications听(here) to ensure that聽you collect and submit the necessary documentation for requesting funding and reimbursement. A&S Teaching Professors聽are eligible to apply for聽funding聽for one trip per fiscal year (July 1 - June 30).

  • If you are applying for funds to聽support conference聽attendance, per A&S at this time,聽Instructors and Senior聽Instructors may use A&S Teaching Professor聽Travel Funds to attend a conference - presentation is not required.
  • If you intend to apply for聽funding聽to support your travels in聽May or June听(the university's fiscal year end), please let聽Nina Molinaro and department staff know in advance (ideally聽April) so that you and department staff might work with John Horton in A&S to determine the reimbursement schedule for your award. If you submit your receipts after July 1 for travel conducted the previous fiscal year, A&S may choose not to reimburse your award, and you will be responsible for聽paying聽back聽the department for any deficit incurred. We want to help you avoid this scenario by planning in advance with John.

2)聽Prior to making any purchases for your travel, please email the Department Chair a brief聽proposal聽describing the business-related travel and a short聽budget听(up to $600 for domestic travel, $800 for international travel). Please cc department staff聽on your request, as well as on the Chair's approval for department records.

  • You must receive written approval (email is sufficient) from the Department Chair first. You will need to include the Department Chair's written approval as part of your funding request packet to the College of Arts and Sciences for the聽Instructor聽Funds.
  • Please keep the Chair鈥檚 approval email, as you will also be required to submit it with your receipts for聽reimbursement after your travel is complete.

3)聽After receiving approval from the Department Chair,聽you must request and receive approval for funding from the College of Arts and Sciences prior to travel and incurring any expenses.聽聽Please follow the College of Arts and Sciences Travel Fund instructions (attached) to submit a funding request to John Horton and cc department staff. Please cc department staff and the chair on any funding approval or denial communications you receive from the College.

  • No retroactive requests for funding can be made to the College, so please issue your request far in advance of your travel.
  • Awarding of these funds is dependent upon A&S's current resources.
  • No reimbursements or travel purchases via university systems (such as Concur) will be processed by Department staff unless and until a written confirmation of funding from the College of Arts and Sciences has been received by the Teaching Professor and department.
  • Any travel expenses not approved by either the Department Chair and/or the College of Arts and Sciences are the responsibility of the聽Teaching Professor聽to cover. If an unapproved expense causes a deficit in your department account, you will be asked to issue a check to reimburse the university.

4) If you have been approved for travel and funding by the Chair and the College of A&S and have written documentation of the approval, you may proceed with purchasing travel arrangements.

If you wish to purchase聽airfare, please let department staff聽know that your flight purchase is in relation to your approved A&S teaching professor聽funding request. Please send her documented proof of funding and work with her to identify the correct speedtype against which聽to allocate your flight. Your flight costs cannot exceed the $600 (domestic) or $800 (international) limit. Please refer to the "Travel Procedures" on the Department's website.

5) After completing your travel, please聽submit 1) the written approval for travel from the Chair, 2) the written approval for funding from A&S聽补苍诲听3) your related聽receipts聽up to $600 for domestic travel or $800 for international travel听(remember to deduct your flight costs, if you have any)聽to department staff聽for reimbursement using the department form here.

  • Per university policy, we can only reimburse聽research travel聽and conference expenses after travel has occurred.
  • Please note that you cannot exceed total expenses of $600 (domestic) or $800 (international), unless you have other聽funding聽available聽to you. If you have other聽funding聽sources聽available, please indicate to department staff聽if you wish to use them.
  • In order to avoid deficits, the聽department聽will only reimburse you up to the grant amount, after your flight or other travel costs have been deducted (if applicable). Per the department's "Faculty Travel and Expense Reimbursement" policy, "Faculty members are expected to track their expenses and reimburse the university to cover any deficits in their account(s). The Department will not cover these deficits."

6) Once you submit your receipts, department staff聽will process your reimbursements and submit a request to John Horton for the related faculty speedtype to be reimbursed.