Travel PoliciesTravel Policies Anonymous (not verified) August 18, 2015
Faculty Professional TravelFaculty Professional Travel
Each full-time member of the faculty (including faculty on one-year appointments), excluding those who already possess travel support as holders of endowed or rotational chairs or as recipients of special research support funds, will be granted $2,000 toward travel in support of research or creative activity needs.
Examples of such needs include travel to professional conferences (for purposes of participation or attendance); travel to libraries, archives, laboratories, or performances (for purposes of information collection and study); and travel for purposes of professional collaboration or conducting interviews (when directly relevant to research or creative activity).
Expenses to be covered include:
- reimbursement for transportation costs, registration or admission fees, lodging costs, and professional memberships (when such memberships enable reduced costs for conference attendance);
- a supplement for meals not to exceed $50 per day.
You may combine this year′s $2,000 increment with funds banked from last year′s allowance. Recall that travel funds now have the ability to roll-over from year to year. Individuals are free to accumulate unused portions of their travel allotments for use in future years (up to a maximum balance of $5,000). This change allows for greater flexibility when professional travel straddles two fiscal years. It also allows for longer-range planning.
This travel program grants faculty members the freedom to use funds for travel toward those research and/or creative ends they find most vital to their professional development. Such freedom, of course, also carries with it the responsibility of carefully weighing how best to deploy the available funds.
From time to time there are extraordinary opportunities for faculty travel associated with professional development that require funding well beyond the limits established in the policy above. Although such funds are very limited, the College will do all that it can to support a faculty member in taking advantage of such opportunities. Please address all faculty travel requests of this nature to the Office of Academic Affairs.
Faculty Professional Travel Advance Requests and Faculty Professional Travel Expense Reports (both forms are yellow) will be available in the Bursar’s and the Comptroller′s Office. Completed forms should be submitted directly to the Administrative Assistant in the Comptroller′s Office. Receipts for expenses incurred, along with the Expense Report that summarizes the expenses incurred, must be submitted no later than ten days after the last day of travel. This due date is necessary in order to maintain proper accounting of requests and to process the reimbursements efficiently. Although there is no “approval” required for such travel, faculty members will be held accountable for the appropriateness of all travel for which travel funds are drawn.
International Travel With StudentsInternational Travel With Students
Faculty and Staff Collaboration with Students in International Off-Campus Programs and Rhodes-Sponsored Activities
The safety and welfare of Rhodes students is a foremost concern in the development and implementation of off-campus Rhodes-sponsored programs and activities. There are very tangible rewards in providing curricular, co-curricular and extra-curricular international opportunities to our students. There are also very real responsibilities incurred by the College in sponsoring, promoting and implementing them. While we cannot guarantee the health, safety and welfare of our students at all times, whether on or off campus, we can and must take steps to ensure that Rhodes has been diligent in informing them of risks and risk management strategies and in preparing them for the experience upon which they are embarking. Without “due diligence” we are placing the College in a position of potentially serious liability.
Policy for International Travel with Students and Non-Students
All college-sponsored trips to international sites, whether for- or not-for-credit, and whether for Rhodes students or non-students, must be registered with the Buckman Center for International Education before the trip or program is authorized to be announced.
Students must attend pre-departure risk management sessions conducted by the Center and sign a Statement of Responsibility and Assumption of Risk form. Faculty/Staff leading such trips must have training, be familiar with safety and security issues and with crisis protocols. Faculty/Staff must also make arrangements for or conduct country- or site-specific orientations for participants.
Student eligibility for all international travel on Rhodes programs or Rhodes-sponsored activities includes maturity and good academic and social standing. Those students enrolled in credit-bearing programs must also have, at minimum, a 2.5 cumulative g.p.a. Any exceptions to the eligibility requirements related to academic standing must be approved by the Faculty Standards and Standing Committee.
State Department Travel Advisory Level PolicyState Department Travel Advisory Level Policy
Rhodes' Policy for the Department of State Travel Advisory Levels
Rhodes strongly encourages its students, faculty and staff who are contemplating travel abroad for educational or other purposes to plan well in advance and to take precautions to ensure a safe trip. All travelers should familiarize themselves with political, health, crime, and other safety-related conditions prevailing in any country and specific locations within the country(ies) to be visited. A review of these conditions should be performed by viewing web-based information provided by the U.S. Department of State as well as information provided by various other cognizant agencies and governments.
Additionally, the College recommends that its students and their parents consult the comprehensive website offered by GeoBlue (see Global Health and Safety), a private travel emergency assistance provider engaged by Rhodes to support students who are traveling internationally. This site provides up-to-date information about travel risks of many kinds.
The following provisions apply to all Rhodes students who intend to study abroad or participate in any travel abroad sponsored or funded by Rhodes, or in connection with a trip abroad by a recognized student organization or institution affiliated with the College:
All Rhodes students have primary responsibility for their own safety when traveling internationally, whether or not their travel abroad is funded or sponsored by Rhodes or is accorded credit by Rhodes. Before departure, all students traveling abroad to participate in an internship, undertake research, study abroad in a Rhodes or affiliated program, or participate in a recognized student organization or athletic trip abroad, as individuals or in groups, must provide the College with a statement in a form provided by the College, acknowledging their understanding of the risks of such travel, affirming that they have reviewed and understand the relevant safety-related materials, and stating that they are assuming the risks related to their international travel. Students under the age of 18 must obtain a parental/guardian signature on the form. All student international travel must be pre-approved by the Director of International Programs.
Countries, or areas within a country, placed on the U.S. State Department Travel Warning List fall into one of two levels of severity. Rhodes will not grant or award credit, funding, support or otherwise sponsor any international academic or co-curricular project in any country, or area within a country, for which the U. S. State Department has issued the more severe warning. These include locations for which the U.S. State Department has:
- Issued a travel warning that orders departure of U.S. dependents and non-emergency personnel;
- Recommended that U.S. citizens depart the country;
- Advised U.S. citizens against all travel to the country; or
- Recommended that U.S. citizens defer non-essential travel to the country.
Additionally, Rhodes students are strongly advised to use caution when traveling to countries for which theU.S. State Department has issued a lesser warning levels or alerts, such as, for example, when the U.S. State Department has:
- Warned U.S. citizens of the (risks, danger, or potential risks or danger) of travel to the country;
- Urged U.S. citizens to evaluate carefully their security and safety before traveling to the country;
- Warned or cautioned U.S. citizens to consider the risks of travel to the country;
- Cautioned U.S. citizens to take prudent security measures;
- Urged or warned U.S. citizens to weigh the necessity of travel to the country; or
- Urged U.S. citizens to exercise extreme caution.
Travel to any country or area for which the U.S. Department of State has issued a lesser warning must have a Petition to Travel to a Warning Listed Country completed and approved in writing by the Director of International Programs and the Dean of the Faculty at least 60 days prior to departure.
Travel InformationTravel Information
Airline Reservation Procedures: Rhodes does not have a designated travel agent. Travelers may make their own arrangements, and are welcome to contact the Finance Office for recommendations or advice regarding individual or group travel arrangements.
Auto Rental and Hotel: Since the College carries rental automobile insurance in its comprehensive insurance policy, no additional coverage should be purchased when renting vehicles. All persons expected to drive a rental vehicle should be registered with the rental agency to ensure age and legal requirements of the contract are met.
- Any accident should be reported immediately to the rental agency and the Rhodes Comptroller.
- Our insurance requires that when traveling with multiple occupants in a Rhodes pool car or rental vehicle, a Request for Coverage on College-Sponsored Trip form should be completed and submitted to the Finance Office. All authorized drivers and destinations will be listed.
- All drivers of vehicles rented for Rhodes sponsored trips must obtain a Driver Qualification form and submit completed form to the Finance Office before renting or leasing the vehicle. This form will be kept permanently on file in the Finance Office and will only need to be completed once unless there is a change in condition of the driver’s record (i.e., DUI, reckless driving citation, multiple moving violations, invalid license, etc.). It is the responsibility of all drivers to keep the College apprised of changes in license conditions or status. For those driving a Rhodes pool car, the Driver Qualification form must be submitted to the Director of Campus Safety and will be kept permanently on file in this office.
Group Travel: Contact the appropriate Dean or Vice President for approval of any Rhodes related group travel program or excursion.
International Travel: If traveling out of the country, all student-related programs must be registered and cleared through the Buckman Center for International Education. Additionally, all international travel by faculty and staff must be registered with the Buckman Center. For more information regarding international travel involving students and non-students, please contact the Buckman Center for International Education.
Travel Advance: Requests for expense advances for travel should be made on a Request for Expense Advance form. The request is submitted to the Finance Office, along with a check request, by 5:00 p.m. Wednesday, in order for a check to be available on the following Friday. The check will be held in the Bursar’s Office for pick up. If an employee leaves the College without reconciling the travel advance with an expense report, the advance amount may be taken from the last paycheck or may be included in the gross taxable income on the employee’s W-2.
Travel Expenses Reimbursement: The College will reimburse reasonable and necessary expenses of travel for College-related business within the policies prescribed by the appropriate Vice President or Dean. The travel advance, check request, and expense report must be approved by the department head or appropriate Vice President or Dean. Because of budget limitations, it is often necessary for travelers to make necessary expenditures which cannot be reimbursed by the College. These expenditures should not be reported on the expense voucher and the traveler must keep his or her own records for tax purposes.
Requests to be reimbursed for travel must be made by filing an Expense Report.
Expense Report: Forms may be obtained in the Finance Office. Return the completed report with attached expense receipts to the Finance Office. If reimbursement is due, a check will be issued according to the usual accounts payable schedule and held in the Bursar’s Office for pick up or mailed if requested. If expenses were less than the advance received or if the trip was not taken, return the report to the Bursar’s Office with the amount of the refund. An Expense Report is due fourteen (14) days after returning from a trip. If it is not received, a payroll deduction may be processed for the advance amount received by the traveler.
Receipts for expenditures over $25 must be attached to the Expense Report. Examples would be airfare, taxi charges, car rental, hotel bills, meals, airport parking fees, etc. Report all tips as part of the cost of the meal, transportation, etc.
Transportation expenses are reimbursed based upon actual cost not to exceed the cost of tourist air travel. Personal automobile reimbursement is based on actual business miles driven multiplied by the mileage reimbursement rate currently in effect. The mileage reimbursement rate is printed on the expense reimbursement form and updates are announced by the Accounting office. The current rate in effect may be obtained from the Accounting office at any time.
Issuance of College Credit Card: Certain employees of the College will be issued credit cards based upon frequent travel needs. Any request to obtain a business credit card must be made directly to the Comptroller. All charges to this card must be directly related to Rhodes business. The holder of the card is personally responsible for the timely submission of travel expense reports and receipts related to use of this card. Cash advances and use of a PIN number are strictly prohibited. The holder agrees to be personally responsible for any personal charges or disputed amounts. Additionally, the College reserves the right to withdraw use of the credit card from any employee at any time.