Section: Financial
Policy Number: 3-10
Policy Name: Travel Expenses for Winter/Summer Teaching Off Campus
Date: April 15, 1975
Revisions: June 5, 1989; March 16, 2001

  1. PURPOSE

    To provide a policy statement regarding reimbursement of course-related travel off campus in Winter/Summer Sessions.

  2. POLICY

    Regular faculty, professionals, staff, and graduate students whose Winter/Summer teaching assignments are more than 50 miles round-trip from their regular University worksite may be reimbursed by the office sponsoring that teaching (Special Sessions or Continuing Education) when approval is granted in advance by that sponsoring unit. Reimbursement limits are as follows:

    Private auto mileage will be reimbursed at the current University rate for the lesser of (a) the distance between the instructor's home and the teaching site, or (b) the distance between the instructor's regular worksite and the teaching site. With prior approval of the sponsoring unit, a University Motor Pool vehicle may be used. Tolls and necessary parking charges may be reimbursed in full.

    Although courses may be taught on any schedule an academic department deems appropriate, for the purposes of this policy reimbursement for meals and lodging will be limited by a formula based on the number of credits taught. Instructors teaching three credit courses may be reimbursed for up to ten days of meals and lodging, those teaching two credit courses may be reimbursed for up to six days of meals and lodging, and those teaching one credit courses may be reimbursed for up to three days of meals and lodging. This formula is derived from the fact that an instructor teaching a three-credit course, for example, could structure the class such that it meet for five weeks, two consecutive days each week, for three and a half hours per meeting. This schedule would satisfy the University's contact-hour requirements and minimize the need for lodging and meal reimbursements.

    Reimbursable lodging charges may not exceed the normal charge for a single room. It is expected that the traveler will exercise prudent judgment in selecting a place to stay and will endeavor to obtain the lowest commercial rate available at the place of lodging. Original detailed receipts (hotel bill) must be obtained and submitted to request reimbursement. (See Policy 3-7.)

    "Reasonable costs" for meals will be reimbursed. Meal cost documentation must be consistent with Policy 3-7.

    Reimbursement for travel, lodging, and meals will not be made for faculty teaching at their regular worksite regardless of where they may be living at the time. Neither will such funds normally be available for Supplemental Faculty, who have no regular University worksite.

Submitted by: Procurement Services