Guest Speaker Travel Fund Requests

Seminars Only

Last Updated: April 7, 2026

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 seminar 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 The University Seminars office. Once approved, chairs/rapporteurs must clearly communicate covered travel expenses to guests to prevent post-event confusion.

Travel Fund Request Guidelines 2026-2027

  • All Travel Fund Requests must be submitted by June 30.
  • 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 note use of gift account funds to defray travel costs in the Travel Fund Request Form. For gift account balance and donation information, contact [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 travel fund request form.
  • These special requests are subject to conditional review and fund assessment. Let your potential speakers know travel is contingent upon funding approval. Do not make any travel arrangements until you receive final approval from The University Seminars.

New Lodging Option: Butler Hall
Butler Hall is located on our Morningside campus just a couple of blocks north of Faculty House. We will consider Butler Hall for all guests, though rooms there have limited availability. If Butler Hall is full, we'll arrange accommodations at one of our preferred hotels. For budgeting purposes, we will use the preferred hotel rate of approximately $290–$350 per night.

Recommended Approach
For the smoothest experience, we recommend booking travel arrangements through our office. We can efficiently handle:

  • Flight bookings
  • Amtrak reservations
  • Hotel accommodations
  • Car service
     

Benefits of booking through our office:

  • Ensures compliance with university policies
  • Provides proper documentation
  • Eliminates reimbursement complications for you and your guest

Coverage Limitations
The University Seminars will not cover or reimburse costs for:

  • Lodging beyond the minimum days necessary for the seminar meeting business
  • Local transportation (except as pre-arranged)
  • Meals or incidental expenses
  • Personal travel extensions

The University Seminars does not cover small out-of-pocket expenses:

Reimbursement Process

Reimbursements can be complex and time-consuming. We strongly recommend using our centralized travel booking service instead by completing the Travel Information Form. 

Additional information and a link to the form can be found here.

If speakers choose to handle their air, rail, lodgings, or car service arrangements personally, reimbursement may be limited and will require:

  • Registration in the university payment system
  • Submission of tax and personal information
  • Compliance with visa or customs requirements (for international speakers)
  • Proper documentation and receipts
  • Submit a Guest Reimbursement Form with receipts
  • If you miss the June deadline for travel fund requests, need to change existing travel fund request submissions, or need to request funds for unexpected travel, please send an email to [email protected].
     
  • Approval for changes or additional funds depends on fund availability at the time of the request.

Fund requests will be reviewed in July and August. If you don't receive approval at least a month in advance of your first speaker's planned travel date, contact [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