College Conference Travel Procedures For the 2024-2025 Academic Year
College Conference Travel Grants
Application Process
Each academic year, faculty in the College have the opportunity to apply for grants support for conference travel. All grant applications will be reviewed by the Office of the Dean of the College and funding is subject to annual budgetary limits. Grants will only be awarded to support attending and participating in professional conferences. We strongly recommend that you participate in the conference in some formal capacity which could include presenting a paper, chairing a session, or being an invited panelist or officer.
Application: Conference Travel Grant Application
Grant Amounts and Timelines (AY24-25)
All tenured and tenure-track faculty are eligible for up to $3,600 in conference travel funds for the fiscal year (July 1 to June 30). Funding up to $3,600 is not guaranteed, however, in the past, we have been able to fund at least one conference travel grant for everyone who applies. Please apply early as grants are awarded on a rolling basis.
Visiting professors, instructors, and post-docs should consult their contracts to determine their annual funding amount and eligibility. If you are unsure about your funding level please contact Michelle Rothenberger or Kevin Beanland.
The grant application is linked above and at the bottom of the page. Please allow up to 10 days for confirmation and submit a minimum of one month in advance of the travel dates. Requests will be approved on a first come, first serve basis, and are reviewed weekly.
Application Guidelines
The grant application asks you for a description of the conference, URL links, and explanation of your participation in the conference. You will also be asked to for an estimated cost of eligible travel expenses including: registration, airfare, hotel, mileage, auto rental, and ground transportation. Please provide accurate estimates and err on overestimating the costs, this will not affect your chances of receiving the grant.
Expense reports should be submitted through Workday preferably by the Administrative Assistant supporting your department or program. Travelers must follow the Business Office travel guidelines. Please note that all expense reports must be submitted within 60 days of return and by the end of the fiscal year June 30.
Use the online request via this web form
University Global Medical and Other Foreign Travel Coverage
All personnel-faculty, staff, and students--participating in university-sponsored international travel must register their travel in the Travel Registry. This includes travel for any aspect of university business: conference travel, research travel, travel with an athletic team, travel with the choir, externships, and all other co-curricular international travel.
https://my.wlu.edu/center-for-international-education/faculty-and-staff-resources/travel-registry
5. Reimbursable Expenses
- Air travel: submit original airline passenger receipt and proof of payment.
- Conference registration fees: attach a copy of your conference registration form along with the agenda and proof of payment (credit card receipt, statement or canceled check).
The University has adopted the high-low per diem method for travel related Meals and Incidental Expense (M&IE) for the lower 48 continental US. Please see the Business Office website for the updated list of the high per diem rate locations. The local meal rate does not change.
The per diem method does not require maintaining receipts for meals and incidentals. Travel days receive 75% of the per diem rate for the day.