The Stone Center’s professional travel policy is intended to encourage long-range planning so that we can more effectively budget and distribute support. There are only two formal competitions in the Stone Center for travel funds for the 2019-2020 fiscal
year (July 1, 2019, to June 30, 2020), as follows:
The Stone Center allocates 25% of the fiscal year budget supporting professional travel to the summer competition, and 75% of the budget is reserved for the second competition. Any unused funds from the allocated summer budget will roll over into the budget
for the second competition. If funding proposals for the “summer travel“ competition exceed the allocated 25% of the budget, then any unfunded proposals from the “summer travel“ competition will be rolled over into the applicant pool for the subsequent second
competition and may compete for funding post-facto. Applications for both competitions will be reviewed and decided upon by the Faculty Research Committee. If any funding remains after the second competition, these resources will be held in
reserve for “special circumstance” applications submitted after the fall deadline and such applications will be considered by the Executive Director of the Center on a case-by-case basis for as long as any additional funding exists.
Please note also the following additional policies and procedures:
With the implementation of CONCUR, faculty members receiving grants that require reimbursement must themselves (or via their departmental secretaries) complete the reimbursement request using the online CONCUR system. If the person completing the CONCUR
reimbursement request is uncertain how to allocate expenses according to the approved funding category (2-day per diem, one-half airfare, registration), that person should contact the Stone Center for guidance before submitting the CONCUR report. Incorrectly-completed
CONCUR reports will be returned for revision before approval, which will delay the reimbursement process. The following documents and receipts must be uploaded to a CONCUR reimbursement request:
IMPORTANT NOTE ON PER DIEM AWARDS: Per diem rates are usually a combination of separate rates for lodging and meals/incidentals, with a fixed amount allocated for lodging and another for meals/incidentals. The lodging portion of
per diem rates will only be reimbursed up to, but not exceeding, the actual costs of the lodging, or the per diem rate for lodging, whichever is lower. Please keep in mind that you will not be reimbursed the full per diem rate for lodging if the actual expense
for your lodging is below the per diem rate for lodging. The per diem award is not a guaranteed fixed amount that can be used to cover expenses beyond two days. The allocation is restricted to eligible expenses for two days. For instance, if your two-day per
diem award is for $400 ($200 per day), and your actual eligible per diem expenses are $100 per day, then you are only eligible to receive $200 of the $400 award, even if your travel extends over a 4 day period. You cannot apply the $200 difference to cover
expenses for the 3rd and 4th days. Meals are reimbursable, alcoholic drinks are not. Please consult with us if you are driving, staying with a friend, or if there are any other special circumstances.
IMPORTANT NOTE ON 1/2 AIRFARE AWARDS: For budgetary reasons, a 1/2 airfare grant can never exceed the awarded amount, even if the price of the airfare increases when plane tickets are booked. However, if the cost of the airfare
decreases when air travel is booked such that 1/2 of the actual total airfare cost is less than the amount originally awarded, then the grant will be reduced to the
actual cost of 1/2 of the airfare. In other words, the 1/2 airfare award is NOT a fixed amount. It is dependent upon the actual cost of airfare. It is a maximum award amount that may actually decrease if the actual cost of airfare
is less than the originally proposed cost.