Guest Speaker Travel Fund Requests
Seminars Only
Last Updated: October 15, 2024
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.
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.
Seminar Meetings Travel Fund Policy and Deadlines
- The University Seminars doesn't cover out-of-pocket expenses or per diems. Chairs and rapporteurs must inform guests of this. Ground transportation should be pre-booked as car service. Reimbursement for local transport or mileage may not be possible for some guests.
- Prior approval from The University Seminars is required for travel bookings. Unapproved bookings may delay funding.
- 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
Please Note: For gift account balance and donation information, contact Gesenia Alvarez-Lazauskas ([email protected]).
- Chairs must submit a Travel Fund Request Form for review by Pamela Guardia. This process may take weeks, so submit early, especially for guests expected early in the semester.
- Fundable categories: air/rail fares, 1-2 nights hotel stay, and car service. These items should all be booked directly with The University Seminars office via the Traveler Information form once travel fund request is approved.
- Parking, local or other transportation, or personal vehicle mileage funding requests need to include a justification and require will require a guest speaker reimbursement request. Reimbursements can take from a few weeks to a few months to process and may not be possible for some guest speakers. Review our Reimbursements page for details.
- Three-night hotel stays are only for international or West Coast travelers, with justification required.
- 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.
Travel Fund Request Form - Submission Deadlines
- For Travel Needed in the...
- Fall and Spring
- Deadlines
- Priority Deadline: June 30
Final Deadline: July 31
- For Travel Needed in the...
- Post Aug. 31 Requests
- Deadlines
- Funds are limited. Requests submitted after July 31 may not receive funding.
- For Travel Needed in the...
- Last-Minute or Unplanned
- Deadlines
- Chairs must request approval from Pamela Guardia ([email protected]). Funding is not guaranteed for last-minute or unplanned travel. Do not invite guests without the University Seminars funding approval.
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).
- 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
- Number of Nights
- One night
- Rate by Night
- $350/night (excluding tax)
- Traveler Type
- Domestic Traveler - (flight time less than 6 hours)
- Number of Nights
- One to two nights
- Rate by Night
- $350/night (excluding tax)
- Traveler Type
- West-Coast Domestic Traveler and
International Traveler (flight time over 6 hours)
- 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