Faculty Travel and Reimbursement Guidelines

Instructional Travel

The CEL College of Nursing at Florida Atlantic University faculty assigned teaching responsibilities at a campus other than their home campus will be reimbursed for this intercampus travel, if the travel exceeds their normal commute. If the latter is the case, mileage needs to be computed from their home campus and the campus where they have been assigned to teach or from their personal residence and the campus where they have been assigned to teach, whichever is the shorter distance. The current rate of reimbursement is $.445 per mile. At the beginning of the semester the faculty member should complete the Traveler Information Form identifying the course and the number of round trips the course will require. This form should then be submitted to the Business Manager.

The Business Manager will submit a Blanket Travel Authorization Request (TAR) for the employee to encumber the funds and will also provide the individual with a Travel Reimbursement Form to track the mileage. At the end of the semester, the faculty member will submit the Travel Reimbursement form to the Business Manager who will in turn submit the form for processing. Payments are received through direct deposit payments.

Instructional Travel for Nursing Practice Courses

Faculty may be reimbursed for travel associated with supervision of students in nursing practice courses if the travel exceeds their normal commute to the home campus where assigned. Mileage needs to be computed from their home campus and the clinical site, or from their personal residence and the clinical site, whichever is the shorter distance. The current rate of reimbursement is $.445 per mile. At the beginning of the semester the faculty member should complete the Traveler Information Form estimating the number of round trips the clinical site visits will require. This form should then be submitted to the Business Manager. The Business Manager will in turn provide the individual a Travel Reimbursement Form to track the mileage. At the end of the semester, the faculty member will submit the Travel Reimbursement form to the Business Manager who will in turn submit the form for processing. Payments are received through direct deposit payments.

Travel for Assigned Service

Regular, full-time faculty who need to travel to a campus other than their home campus to fulfill their obligations for assigned service are to be reimbursed for their intercampus travel, if travel for the day exceeds their normal commute. If the latter is the case, mileage needs to be computed from their home campus and the campus of the service activity, or from their personal residence and the campus of the service activity, whichever is the shortest distance. The faculty member should complete the Traveler Information Form estimating the number of miles round trip. The opportunity to use videoconferencing for meetings should be explored and encouraged. Assigned service includes any committee work that is part of the academic assignment, as well as university, and college meetings and events that faculty are expected to attend. The same procedures for mileage reimbursement at both the beginning and the end of the semester should be followed as that detailed in Instructional Travel policy. The responsibility for reimbursement for travel for assigned service is usually the responsibility of the home campus.

Courtesy TAR

If travel expenses are paid by an outside source, faculty members are required to complete a courtesy TAR for insurance purposes. A Traveler Information Form should be completed and forwarded to the Business Manager prior to the trip.

Conference Travel

All conference travel must be approved by the Dean prior to making any travel arrangements. Once approved, if airfare is required, the traveler may either pay for the airfare directly or access one of the many airline travel online websites and select the most appropriate and economical flight for the destination. Once selected, the traveler may forward the information to the Coordinator of Administrative Services to book the flight using the College credit card. The traveler should then complete a Traveler Information Form and forward to the Business Manager to create a Travel Authorization Request (TARR) form, submitted electronically to the Controller's Office. Travel paperwork should be completed at least four weeks prior to domestic travel and at least six weeks prior to international travel.

Faculty members are responsible for paying their travel expenses up-front other than airfare and in some instances conference registration fees. Conference registration fees can be prepaid if the conference accepts credit cards for payment. The traveler should complete the registration form and submit to Coordinator of Administrative Services for processing via credit card payment. All other expenses up to the agreed upon total reimbursement should be requested upon the traveler's return. When renting a car, contact Boersma Travel (7-3989), the travel agency for FAU, who will make arrangements for you to use the State contract agency, Avis. The State will only reimburse travelers for the rental of compact cars.

To be reimbursed the traveler must provide original receipts (i.e., hotel bill, taxi cab, registration form, airline itinerary, etc.) as well as a copy of the agenda or brochure from the conference or seminar you attended. Upon return from the trip, the traveler should submit all receipts to the Business Manager within five days. This deadline follows University policy for reimbursement.