Travel Funding Committee
Indiana University Jacobs School of Music
Travel Policies and Procedures, 2007–08
Revised September 2007

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:
   a.   Transportation to and from appropriate events
   b.   Rental car fees where necessary
   c.   Lodging
   d.   Registration fees for seminars, conferences, and conventions
   
   Transportation may be by commercial carrier or by private vehicle (with reimbursement for mileage). By university policy (see item 8 below), the reimbursement for mileage or train travel may not exceed the cost of comparable 30-day advance purchase airfare.
3. Other sources of funding. 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 School of Music. Faculty traveling overseas should apply for a grant through the IU Office of International Programs. See www.indiana.edu/~intlprog for more information.
4. Application deadlines. The committee will consider Travel Request Forms received by each of the following deadlines:
   
   FALL DEADLINE: FRIDAY, OCTOBER 19, 2007, 5:00 P.M.
   
   Applications may be submitted by the fall deadline in conjunction with travel beginning on or after May 6, 2007, and ending on or before May 5, 2008.
   
   SPRING DEADLINE: FRIDAY, FEBRUARY 8, 2008, 5:00 P.M.
   
   Applications may be submitted by the spring deadline in conjunction with travel beginning on or after October 19, 2007, and ending on or before August 10, 2008.
   
   The Travel Committee will meet after each deadline to determine the distribution of funds, subject to the availability of funds at that time. While requests for travel funding during the late fall or spring semester may be submitted by either the fall or the spring deadline, the funds available at the time of the spring deadline cannot be predicted with certainty, so faculty are urged to submit such requests by the fall deadline if at all possible. Requests submitted after the spring deadline may be considered if additional funds remain available.
5. Travel prior to application deadline. In some cases travel will have been completed before the Travel Request Form is submitted. In such cases, faculty should be sure to save all relevant receipts, and enter the exact amounts of reimbursement requested on the Travel Request Form.
6. Application deadline prior to travel. In some cases Travel Request Forms will be submitted for travel not yet completed. In such cases, it is essential that the cost estimate provided be as accurate as possible. Every effort should be made to make travel and lodging reservations prior to submitting the application in order to provide accurate costs.
7. Submission of forms; notification. To request travel funding, faculty should complete the following steps:
   1. Submit the Travel Request Form and any supporting documentation to the Administrative Assistant (see below) before the appropriate deadline listed in item 4 above. Documentation such as letters of invitation, conference descriptions, programs, etc. should be submitted with the application. Do not submit receipts at this time.
   2. Shortly after the deadline, applicants will be notified by the Office of the Dean regarding action taken by the Travel Funding Committee.
   3. If the request for funding is approved, complete the separate Travel Authorization Form and submit it to the Jacobs School of Music Business Office (see below). This should be done as soon as possible, but no later than May 31, 2008. Note that there are two different versions of the Travel Authorization Form, depending on whether travel is within the state of Indiana or out of state.
      
      (Important: Failure to comply with the May 31 deadline for submitting the Travel Authorization Form will result in approved funds reverting to the general budget. Faculty may still be reimbursed for travel already approved, but the funds will come from the following year’s budget and will be considered by the following year’s Travel Funding Committee as requests for 2008–09. This could result in the denial of any new application made by the same faculty member for travel funding in 2008–09.)
   4. Submit complete documentation, including original receipts, to the Business Office as soon as possible after travel is completed.
8. University policies. 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 School of Music travel funds. See www.indiana.edu/~travel for more information. Also see www.indiana.edu/~travel/carTravel.html for policies governing travel by car, including current mileage reimbursement rates.
9. Direct deposit of reimbursements. Faculty are encouraged to sign up for direct deposit of travel reimbursements. To sign up, log into OneStart (onestart.iu.edu) with your username and passphrase, click on “Direct Deposit Sign-up” under the heading “My Finances,” and follow the link marked “Travel Reimbursements.”

• Julian Hook, chair
• Alan Bennett
• Glenn Gass
• Paul Popiel

Ron Sebben, Administrative Assistant, M225H (for submission of Travel Request Forms)
Debbie Harden, Business Affairs, PB124 (for Travel Authorization Forms)