Professional Development & Travel

• Request funding through the Funding Request Portal after your work has been accepted for presentation or you have decided to attend.
• Submit the form for approval before you incur expenses. Provide the best estimates in the following categories: food, airfare, checked baggage, hotel, mileage (mileage rate: 0.76/mile), etc.

Expenses that are not reimbursed:

• Membership fees
• Expenses related to the preparation of presentations (e.g., posters, handouts)
• Expenses related to childcare, pet care, or elder care during your professional travel

Work with your program assistant to upload all receipts and other documentation needed to support the reimbursement request. Your program assistant may ask you to provide additional information, as they are trained in what is required in the accounting process. The completed reimbursement form and receipts will be sent by your program assistant to the Dean’s Office for processing.

Pre-paid expenses: You can submit reimbursements using the Request for Travel Reimbursement Form before the conference for pre-paid expenses such as airfare and registration. Hotel bills cannot be reimbursed in advance, accounting needs the final hotel bill received at checkout, not the reservation confirmation.

Conference expenses (when you return): Submit all remaining receipts for reimbursement using the Request for Travel Reimbursement Form. Make sure all credit cards used, receipts, and final bills are in the faculty/staff member’s name who is being reimbursed for travel and that the last 4-digits of your credit card are reflected on the bill.

Receipts and Documentation to Support your Reimbursement Request:

• Complete the Travel Reimbursement Request Form no later than four weeks after the conclusion of the conference to be assured of reimbursement. Please complete only one post-travel request per conference.
  • Be sure to fill out the required information on both pages and number receipts to correspond with the expense page. Page one is for reimbursable expenses (expenses you paid with personal funds). Page two is the breakdown of expenses, including p-card transactions and corresponding receipts. Note that p-card receipts do not need to be attached, if you only use a p-card you just need to fill out page two. They need to be listed on the expense page and uploaded into the WORKS system. The receipts to attach are those being reimbursed to you.

P-card

• Please upload p-card receipts into WORKS, but do not sign off on them. Complete the reimbursement form and include a list of transactions, noting they are on a p-card and the cardholder, if different from faculty member. Submit the reimbursement form and supporting documents to your program assistant. The Dean’s Office will reallocate the transaction once received and verified.
• P-cards may be used to cover costs associated with professional travel. P-card usage and reimbursement must comply with policies established by the Purchasing Department.
• If you use a p-card for professional travel, it is your responsibility to submit receipts through the Works system to support those charges, and note those transactions on the Travel Reimbursement Request Form. If you spend more than was pre-approved for the professional travel, you are responsible for using another funding source or reimbursing the University for the overage.

Credit Card

• If a credit card charge is in foreign currency, Accounting requires a copy of the credit card statement reflecting the charge in USD amounts for each transaction, in addition to the receipt. If you paid cash in a foreign currency, Accounting requires you to submit a screenshot of the foreign currency conversion rate covering the relevant period (day/month) in addition to the receipt.
• For a personal credit card, receipts should show the last four digits of the credit card.

• If your receipt doesn’t have method of payment, please attach additional information (i.e. bank statement).

• Requests are to be submitted through the Funding Request Portal. Please upload a scanned copy of the acceptance letter that indicates the full cost of the publication.
• You can pay by p-card or submit a Check Request Form for reimbursement.
• We strongly encourage faculty scholars to seek additional support from their home departments and the Provost’s Office.
• Elon University has agreements with several publishers that enable researchers to publish their articles open access. Belk Library has more information.