Department of Dance
Travel Forms and Reimbursement
This section for faculty only. Money to support faculty travel comes from the instructional budget that supports all other non-performance-related needs of the Department. Each year, the Head solicits travel/research funding requests from faculty, and allocates funds to be used to support these requests. Usually these funds are restricted to tenure track faculty, for the following purposes: to support faculty presentation of their work at conferences and other professional venues, and to support faculty attendance at professional meetings of organizations of which they are officers or have another significant leadership responsibility. Normally no funds are given just to attend a meeting, with the exception of a meeting to which the Department must send a representative (such as ACDFA if only student work is being presented, or NASD).
Travel claim forms are available from the secretary, and all paperwork
associated with expenditures or reimbursement from Department funds must
be administered by the secretary; she will alert you to any restrictions
that may apply to your use of these monies. The Department will not be
responsible for reimbursement of expenses that are incurred through procedures
and/or from vendors of equipment or services which the university does
not approve – so check with the secretary before spending any money
or making non-refundable reservations for which you expect Department
funding support or reimbursement. It is the responsibility of each faculty
member, not the secretary, to complete the necessary forms and to make
arrangements to support travel and research activities; the secretary
is not a travel agent. Travel advances may ordinarily be obtained if the
form is filed at least two weeks before beginning travel. Within two weeks
of the ending date of the travel, a claim must be filed. (If you receive
an advance and do not complete the claim, you will have to pay back all
of the advance.) Your travel reimbursement may include conference registration,
transportation, parking, accommodation, and meals. Originals (not copies)
of all receipts for plane travel (and other) and hotel accommodations
are required; credit card slips are not accepted in place of receipts.
You do not need to have receipts for meals, but faculty are requested
to claim no more than their actual expenses for meals. Do not request
reimbursement for meals included in registration. If you extend travel
for personal reasons, you may not receive reimbursement for these additional
expenses. Save copies of all your receipts for your own records. See University
policies and Travel Tips at http://www.uncg.edu/baf/TRVL_TOC.html. And,
as mentioned elsewhere, make sure to check all assumptions about your
use of Departmental funds with the secretary before making arrangements
for their use.