Overview of the Professional Travel Approval and Reimbursement Process

Accepted or invited to present/show/perform at, or have decided to attend, a conference?

  • READ THE PROCEDURES AND POLICIES FOR PROFESSIONAL TRAVEL BEFORE YOU SUBMIT YOUR REQUEST FOR TRAVEL SUPPORT.
  • Generate a rough estimate of likely expenses (e.g., registration, travel, and hotel).
  • If your presentation is scholarship of teaching and learning or teaching related, plan to request funding from CATL.

Complete the Travel Request Form

  • Fill out the online Travel Request form.
  • Note: If you are having trouble logging in, please use your full Elon email address as your username.
  • Note: If you receive a “critical error”, please use a different browser (Chrome and Safari are ideal).
  • Please submit the form at least 4 weeks prior to travel and before you incur expenses. Let us know if there are special circumstances related to the timing of your request.

Funding and Notification

Submit Travel Reimbursement for prepaid expenses

  • Complete, print, and sign the Travel Reimbursement form.
  • Attach original receipts (clearly labeled as to what they are) and submit to Linda Hibbard (CB 2112; Powell Building 203).
  • If the receipts are electronic and you have an electronic signature, you may submit the reimbursement form electronically to lhibbard@elon.edu.

At the conference

  • Please keep all of your original receipts and write a brief description on each.
  • Write down any expenses for which you did not receive a receipt.

Submit Travel Reimbursement for conference expenses

  • Complete, print, and sign the Travel Reimbursement form.
  • Attach original receipts and a mapquest print out if you are seeking reimbursement for mileage. Please keep a copy of each receipt for yourself.
  • Please submit for reimbursement no later than 2 weeks after the conference. Please notify us of any special circumstances that would make this impossible.
  • If your request or a portion of it was queued, please complete the reimbursement request and submit receipts so that we can expedite queue reimbursements if funds permit.

Questions

  • Questions about procedures, status of reimbursement requests, or funds available – Linda Hibbard (lhibbard@elon.edu; x6475; Campus Box 2112; Powell Building 203).
  • Questions regarding policies and special travel – Gabie Smith (gsmith@elon.edu; x6490).

Links