Guest Speaker Travel Fund Requests

Seminars Only

Last Updated: May 9, 2025

We set an annual shared travel budget for seminars, separate from the Conference budget. As the Travel Fund is limited, we encourage adherence to allotted amounts. Unused funds are repurposed for other seminars requests.

Resources

Booking Travel
Conferences
Gift Accounts
Group Meals
Meetings
Payments for Goods & Svcs
University Seminars Website

Travel fund requests must be submitted via the Travel Fund Request Form. Do not send invitations to guest speakers without receiving approval from Pamela Guardia. Once approved, chairs/rapporteurs must clearly communicate covered travel expenses to guests to prevent post-event confusion.

Travel Fund Request Guidelines 2025-2026

  • All Travel Fund Requests must be submitted by June 30, 2025.
  • Plan with your guest speakers but wait for University Seminars approval before confirming arrangements.
  • We only cover travel expenses for the minimum days necessary for the event.
  • Chairs may use gift account funds for approved travel costs, but must:
    • Review account balance carefully
    • Submit a Travel Fund Request Form
    • Note the amount to use from the gift account on the form
    • For gift account balance and donation information, contact Gesenia Alvarez-Lazauskas ([email protected]). 
  • Priority funding is given to the first three traveling guest speakers per seminar group.
  • If you plan to request funds for a fourth or fifth speaker, please provide details at the end of the request form. These requests require additional review for approval.
  • The University Seminars will not assume the cost or reimburse the cost of lodging, local transportation, meals, or other costs for more than the minimum days necessary for seminar business travel. Make sure to let your guest speakers know that The University Seminars will not cover small out-of-pocket expenses, provide per diems, or arrange personal (non-seminar related) travel reservations.
     
  • Reimbursements Can Be Difficult to Arrange: When a guest speaker requests to arrange their own travel, we recommend using our office via the Traveler Information Form whenever possible. While we understand some guests may prefer to handle their own travel, using our office avoids the reimbursement process, which requires:
    • Registration in PaymentWorks (payment system - prolongs the wait time for receiving payments)
    • Tax and personal information submission
    • Compliance with potential visa or customs requirements
    • Using our centralized travel arrangements helps ensure all requirements are met efficiently and properly documented.
  • If you miss the June deadline for travel fund requests or need to change existing  travel fund request submissions, please send an email to Pamela Guardia ([email protected]).
     
  • For last-minute travel needs or missed deadlines:
    • Submit a Travel Fund Request Form at least two months before travel date.
    • Approval depends on available funds at time of request.

Fund requests will be reviewed in July 2025. If you don't receive approval at least a month in advance of your first speaker's planned travel date, contact Pamela Guardia at [email protected]. 

List of Expenses Covered by The University Seminars

  • After travel fund approval:
    • Our Administrative Assistant books air travel through Concur
    • See "Booking Travel" page for details
    • Columbia University only allows economy/coach tickets on regular commercial flights
       
  • Concur travel is booked utilizing the Lowest Logical Fare (LLF) which is the least expensive non-refundable fare for non-stop flights (or the minimum number of stops if non-stop flights to a destination do not exist), that allow the traveler to achieve their business objective without prolonging the trip.
     
    • Example Scenario: If there are two non-stop flights both departing from the origin city around the same time and arriving at the destination city around the same time, the lower cost flight option would be considered a LLF.  However, if there is a connecting flight that has a less expensive fare but requires a longer travel time, it would not be considered a LLF. While some restrictions or penalties may apply, reservations should be made 14 days or more in advance of the trip to secure the lowest fares. For all travel (except for travel on a government grant), carrier selection should be influenced by price (and not by the traveler’s frequent flyer affiliation or other personal considerations).
       
  • First/Business Class Travel:
    • Generally restricted
    • Allowed for documented medical conditions requiring accommodation​​​​
    • For flights under 5 hours: Without medical reason or financial approval – funding is limited to economy/coach fare equivalent.
  • Booked by our Administrative Assistant through Concur
     
  • See Booking Travel page for details
     
  • Book 14+ days in advance for lowest fares (LLF)
     
  • Domestic first-class requires justification
  • After travel fund approval, have your guest speaker complete a Traveler Information Form
     
  • See Booking Travel page for details  
     
  • Our Administrative Assistant will book hotel via Concur
     
  • One-night stay typically approved
     
  • Two-night stay considered for long-distance US/Canada travelers
     
  • International speakers: Up to three nights with justification
     
  • Extended or family stays: Guests responsible for booking separately
            

 

Hotel Rate Thresholds

  • Book car service through our Administrative Assistant
     
  • See Booking Travel page for details
     
  • Avoid guest speaker reimbursement requests
     
  • Reimbursements may take weeks to months, and are not possible for some guests
     
  • For unavoidable expenses such as parking, local transport, personal vehicle mileage - request approval and submit the required justification