Faculty Professional Conference Travel Fund

Purpose

The faculty travel program, administered by the Office of the Dean for Academic Affairs, is intended to support the instructional purposes of the College by enabling faculty members to participate regularly in meetings of learned societies. A learned society is broadly defined as a professional organization in which membership is open to scholars within a particular discipline. Faculty may attend more than one meeting a year, and are not required to participate in the meeting. 

Allowance

The allowance is $2,100 for each benefits-eligible faculty member per academic year. Prior approval to use conference funds is not required. For faculty with continuing appointments, up to $1,000 of the unexpended balance in one year may be applied to expenses in the following year, with a maximum of $3,100 per year. Tavel allowances are not transferable.

Eligibility

Eligible expenses include:

  • the costs of transportation by the most economical available means
  • lodging
  • meals
  • conference registration fees

Unallowable expenses include:

  • family member expenses
  • childcare, house sitting, or pet sitting costs
  • travel insurance (travel insurance may be reimbursable if purchased because the traveler has a legitimate concern that s(he) may not be able to travel due to an ongoing health concern)
  • amenities such as movies or health clubs
  • Other unallowable expenses as detailed in Bowdoin's Travel and Expense Reimbursement Policies

Bowdoin College has selected Direct Travel as its exclusive travel agency to provide air travel services, car rentals, hotel reservations and rail services for faculty and staff. You will not be charged a booking or agent fee when you book College travel through Direct Travel.


Requesting Reimbursement

  • Requests for reimbursement must be made within 60 days from the date of the expense(s), and in all cases must be received in the same fiscal year in which the conference takes place. Trips that straddle fiscal years may be reimbursed in either year.
  • For domestic travel, faculty members should request reimbursement using Workday Expenses. Please use the faculty conference code which is 220040 and select the appropriate faculty conference account code. The College requires that all expenses over $50 be documented by an itemized receipt. Those traveling by air should attach to the reimbursement form the original passenger receipt for your flight, even if direct-billed by Direct Travel. 
  • The mileage rate for travel after January 1, 2018 is $0.545.
  • For foreign travel, faculty may request reimbursement using Workday Expenses or, as an alternative to keeping receipts for meals and lodging, may choose to be reimbursed on a per-diem basis. Faculty electing to use the per-diem may receive an advance or request the per-diem upon return using Workday Expenses. Please refer to the following instructions for guidance:

Requesting a Foreign Per Diem Advance (prior to travel)
Requesting a Foreign Per Diem Reimbursement (prior to travel)


Please contact either Ann Ostwald (ext 3579; email aostwald@bowdoin.edu) or Janice Staples (ext 4387; email jstaples@bowdoin.edu) in the Office of the Dean for Academic Affairs with questions.