Law School Travel Policies
The law school funds and encourages faculty travel that helps faculty develop professionally, provides positive exposure for the school, and/or allows faculty to serve professional organizations and the law school. The following policies and practices will help ensure funds are available to meet those goals.
- Travel Allotment. Every regular full-time faculty member has an annual travel allotment of $1500 which will be approved if the faculty member establishes the travel will further his/her professional development goals. Some faculty travel beyond this allotment may be approved according to the priorities set forth in section 12 below.
- Tentative Travel Purposes and Plans. Each year by September 15 faculty members shall submit to the Dean a brief statement of what they intend to accomplish with travel during the coming academic year, identify the programs or the type of programs that they wish to attend and estimated cost, even if they do not have specifics. If travel opportunities become available later, the faculty member shall update the information submitted. This initial submission of tentative travel purposes and plans will enable the Deans to better evaluate travel requests as they are submitted and will be shared within the faculty to enable faculty members to support each other with presentation opportunities.
- Submission of Travel Funds Request. A University Out of Town Travel Authorization form, along with the law school Travel Funds Request Form (Word | PDF), should be submitted to the Deans' Office well before any early bird registration deadline. If air travel is anticipated, the request should be submitted no later than 30 days prior to departure. Requests for travel by car should be turned in no later than 14 days prior to departure. No ticket shall be booked or registration paid prior to the Dean's or Associate Dean for Academic Affairs' approval of the travel request.
- Booking Flights. Faculty members are to confer with Gwyn Nelson or Donna McMurry for assistance in choosing flights, in order to keep costs as low as possible. Flights should be booked as early as possible in order to obtain lower rates. Unless previously approved by the Dean, no travel booked within two weeks of the travel date will be reimbursed. Reimbursement will generally not exceed the least expensive feasible round trip air fare.
- Booking Hotels and Rental Cars. Faculty members should charge hotel and other reservations to personal credit cards for later reimbursement. In some circumstances Gwyn Nelson or Donna McMurry may book reservations with a law school credit card.
- Conference Registration. Reimbursement for conference registration costs will be at the early bird rate. Faculty members are expected to pay personally for additional costs caused by late registration, unless good cause is shown for the delay in registering.
- Trip Cancellation. If a faculty member books a trip and later cancels it, any loss incurred may be deducted from his or her travel allotment, depending upon the reasons for cancellation.
- International Travel. Faculty requesting funds for international travel must apply for airfare from the University international travel fund (18 KB PDF).
- Institutional Representative. When the law school is aware of a conference on a topic that will benefit the institution, the Dean may request that a faculty or staff member attend and report to the appropriate persons at the law school about what was learned. Such travel is in addition to travel for individual faculty development.
- Expense Report. University Travel Expense Reports are to be submitted with original receipts to Gwyn Nelson within 10 days of the end of travel. Itemized receipts for food are required. For lost receipts, a Missing Receipt Form may be used but reimbursement is not guaranteed.
- Reimbursement Limits. Reimbursement limits are set forth in the University Policies, Regulations, & Procedures Manual. Please note: Alcohol and tips over 20% will not be reimbursed.
- Travel Priorities. In deciding what travel to fund, the following considerations are significant.
- The faculty member will be presenting a paper or a program.
- A paper presented will be published as a result of the conference presentation.
- The length of the presentation is significant (an individual presentation for an hour has higher priority than a presentation as part of a panel of speakers, all of whom must share an hour).
- Part of the cost of the travel will be funded by the conference host.
- The faculty member is an officer of the organization and needs to attend the meeting in order to carry out his/her responsibilities.
- The subject matter of the conference is directly related to the professional development goals of the faculty member.
- The cost of the travel is reasonable in light of the anticipated professional development experience.
- The faculty member has been approved for relatively less travel funds than other faculty members applying for additional travel funds.