Mathematics/Statistics travel. 

Most of the information below should be useful, but be absolutely sure to read item #2.

1.  Requests:  A call for travel requests for the coming academic year will usually be mailed in August.  Of course, it is impossible to anticipate all travel requirements/opportunities for the coming year but as these become apparent send a request to the department head as early as possible.

Travel requests should include an estimate of the amount requested from the department, as well as the actual cost if this is higher.  The call for travel requests does not eliminate the need to follow the Approval procedures.

2.  Approval procedures:  When planning a trip, contact Leigh Ann Bowles early to complete the Pre-Approval process in Chrome River.  You must log onto the Chrome River system and name Leigh Ann as your delegate for creating reports.  Pre-Approvals must be submitted before you travel, even if there are no early payments that must be made.  Domestic travel, including travel to Alaska and Hawaii requires only department level authorization.  For international travel, an International Travel Authorization is required, along with a memo explaining the purpose of your trip and the benefit to the University.  Allow extra time for international travel authorizations as they must be approved by the Senior Vice President of Administration and Finance.

3. To purchase airfare, please watch for inexpensive airfares.  Let Leigh Ann know when an appropriate fare is available, and supply as much information as possible, including the actual flight numbers and time/date as well as seating preferences.  Leigh Ann will book your flights for you.  You will need to provide your name as it appears on your ID, your date of birth, and your cell phone (or other contact) number.  International flights may require your Passport number and expiration date.  Airline tickets may be purchased up to 180 days in advance.  Please see item 5 if you are making your own travel reservations.

4.  In addition to pre-paying air fare, you may also pre-pay conference registration fees up to 180 days in advance using the department charge card.  See Leigh Ann to register and pre-pay conference fees.  Lodging cannot be pre-paid by the department and can never be reserved using the department charge card.  Lodging allowances are based on location.  Please contact Leigh Ann for rates or consult the Lodging/M&IE table in the Financial Procedures Manual.

 5.  If you are making your own reservations, you may reserve airline tickets, pay registration fees, etc. at your convenience, but reimbursement is not assured until your travel is approved.  Please be aware that Travel Packages (air, hotel, rental cars, etc. bundled together in one transaction for one price) commonly found on websites such as Expedia and Orbitz require additional documentation (prior to booking) for reimbursement.  Please see Leigh Ann for details if you wish to book a travel package.  Likewise, if your travel includes any personal travel, please see Leigh Ann to review special procedures BEFORE booking anything.

6. Lodging for approved travel is reimbursed according to the University Lodging guidelines and is based on location.  Luxury hotels are not reimbursable.  Departmental guidelines require room sharing whenever practical.  If you choose to travel with family members or if you choose not to share a room when other JMU colleagues are attending the same conference, you will be reimbursed 50% of the allowable lodging rates.

7.  Meals and incidental expenses for approved travel are reimbursed according to departmental guidelines.  The per diem rates are $36.00 for a full day and $27.00 for travel days.  Rates are also reduced on days when all or part of the meals are provided at no cost; for example, when included with a conference registration fee.  Travel meals are reimbursed according to department guidelines without itemized expenses or receipts.   No meal reimbursements can be paid for day trips, according to University guidelines.  **Note:  reimbursements are handled differently for non-travel business meals, such as taking a faculty candidate or colloquium speaker for a meal.   Allowable rates for business meals are $11.00 per person for breakfast, $12.00 per person for lunch and $23.00 per person for dinner.  These rates include tax and tip.  Tips are reimbursed at 15% of the before tax total.  Itemized receipts for business meals are required, along with a list of attendees and their affiliation.    Alcoholic beverages are not reimbursed.

8. University vehicles and mileage:  use of a motor pool vehicle is encouraged for day trips and regional overnight travel.  Contact Leigh Ann or Jennifer Harmison to reserve a vehicle.  When using a personal vehicle, mileage will be reimbursed according to university guidelines in the financial procedures manual (generally reimbursed at $0.54 per mile if trip averages less than 280 miles per day per trip or $0.246 per mile if university vehicle available and personal car is used). Zip cars are not allowable and will not be reimbursed by the University.

9.  Eligible travel expenses include mileage, parking, air fare, baggage check fees, conference registration fees, ground transportation, meals and lodging.  Reimbursements are made using Chrome River.  See Leigh Ann or Jennifer to submit the appropriate documentation.  Original receipts are required for almost all expenses, except meals when traveling, and receipts must show evidence that the bill was paid.  Documents confirming reservations only are not acceptable for reimbursement.

10. Availability of travel funding varies from year to year.  We generally try to pay expenses for one national conference/meeting per year when you are in some way a participant (giving a talk, organizing a session, attending a required meeting because you are a society officer, etc.)  As much as possible, we attempt to pay for conferences at which you are not a formal participant but are attending for professional growth, or for multiple conferences at which you are a participant.  Additional travel for local and regional meetings with low registration fees and limited transportation and other costs are nearly always payable, even if you have already attended a national meeting in that year, especially for organizations with a particular emphasis on teaching.