Travel Funding Committee
Travel Policies and Procedures, 2012-13
Revised September 2012
The Jacobs School of Music Travel Funding Committee will review all travel funding requests submitted in accordance with the guidelines below.
The Jacobs School of Music Travel Policy has changed to reflect the new University Travel Policies on Reimbursement:
A critical part of this policy will affect everyone:
"Travelers (employee and non-employee) will have 60 days from the return date of their trip in which to submit travel reimbursement claims. Reimbursements submitted after this 60 day period will be considered taxable income. After 120 days from the return date of the trip, there will be no reimbursement."
In order to receive travel reimbursement you must sign up for direct deposit, and you must authorize Stephanie Gott in the Music Business Affairs office to be your “travel arranger.”
1. Eligibility. All full-time faculty members may apply for funding. Faculty on sabbatical may be considered for funding after all other awards have been made. Faculty on leave without pay normally are not funded. Librarians in the Music Library may apply, but must first apply for funding from University Libraries.
2. Purpose of funding; eligible expenses. Travel funding provided to faculty in the Jacobs School of Music is intended to support teaching, research, creative activity, and professional development. Funding may be requested for expenses related to:
- Transportation to and from appropriate events
- Rental car fees where necessary
- Registration fees for seminars, conferences, and conventions
Transportation may be by commercial carrier or by private vehicle (with reimbursement for mileage). By university policy, the reimbursement for mileage or train travel may not exceed the cost of comparable 30-day advance purchase airfare. Jacobs School of Music travel funding is not available for per diem expenses.
3. Other sources of funding. Jacobs School of Music travel funding cannot duplicate funding from any other source, but may provide supplemental funding if funding from other sources is incomplete. Faculty members are strongly encouraged to explore funding possibilities through research grants or sponsoring organizations before applying for travel funds from the Jacobs School of Music. Faculty traveling overseas should apply for a grant through the IU Office of the Vice President for International Affairs (especially the Overseas Conference Fund Grant).
4. Application deadlines. The committee will consider Travel Request Forms received by each of the deadlines below. The committee will meet after each deadline to determine the distribution of funds, subject to the availability of funds at that time. Because the availability of funds at the time of the spring deadline is unpredictable, faculty are urged to submit requests for travel funding by the fall deadline if possible.
FALL DEADLINE: Friday, October 26, 2012
Applications may be submitted by the fall deadline for travel during the 2012-13 academic year (no later than August 15, 2013). Because of the new 60/120-day reimbursement policy, travel before October 1 may be taxed.
SPRING DEADLINE: Friday, February 22, 2013
Applications may be submitted by the spring deadline in accordance with the 60/120-day reimbursement policy for spring and summer travel. In addition to meeting the new 60-day limit, all funds from the 2012-13 budget must be encumbered by May 25, 2013 (even if your travel is later), or the funds will revert to the general budget. Please be in touch with Stephanie Gott in the Music Business Affairs office before then if you are awarded funds for summer travel.
5. In the case of travel prior to application deadline, faculty should be sure to save all relevant receipts, and enter the exact amounts on the Travel Request Form.
6. For travel after the application deadline, cost estimates should be as accurate as possible. Every effort should be made to make travel and lodging reservations prior to submitting the application.
7. To request travel funding, faculty should submit the Travel Request Form and any supporting documentation to the Chair of the Travel Funding Committee before the appropriate deadline listed in item 4 above. You may submit forms and documentation by placing them in Phil Ford’s mailbox in M225H or emailing them to firstname.lastname@example.org. (Email submissions are preferred.) Documentation such as letters of invitation, conference descriptions, programs, etc., should be submitted with the application. Do not submit receipts at this time.
Soon after the deadline, applicants will be notified by the Office of the Dean regarding action taken by the Travel Funding Committee.
8. If your request for funding is approved, Stephanie Gott in the Music Business Affairs office will work with you to set up your trip in OneStart. Once you have received official approval from the Travel Funding Committee, you may then email Stephanie Gott at srgott [at] indiana [dot] edu for further instructions on how to proceed with reimbursement.
9. Indiana University Travel Management Services publishes regulations and policies governing travel at Indiana University. Travel Management Services also provides a number of useful money-saving tips that will help faculty maximize Jacobs School of Music travel funds. See www.indiana.edu/%7etravel for more information. See www.indiana.edu/~travel/traveling/travelingbycar.shtml for policies governing travel by car, including current mileage reimbursement rates.
Jacobs School of Music Travel Funding Committee for 2012-13:
- Phil Ford, Chair
- Julian Hook
- Aaron Travers
- Mark Hood