Faculty Travel Funds Information
The Teaching and Learning Center (TLC) offers Faculty Travel Funds to individuals with a teaching function at UW Bothell. Individuals who teach in some capacity may apply to receive, pending approval of the head of their unit, up to $800 per academic year to present at or attend a conference that contributes to their teaching and the rich pedagogical community at UW Bothell.
How to Apply
The traveler will fill out a Faculty Travel Funds application and a Travel Authorization Form. Include a printout, or link from the conference website that gives information about the conference.
Once completed, the traveler will submit the forms to his or her home unit for approval by the Dean or Director (for academic units) or Supervisor (for administrative units, including the Campus Library). If the unit head approves the travel, both forms are to be submitted to the TLC at firstname.lastname@example.org if sending electronically. If sending hard copies, the forms can be sent through campus mail to Box 358565.
If approved by the TLC Director, the TLC Program Coordinator will notify the traveler and offer him or her help with registration, travel arrangements, and further processing.
TLC Travel Funds recipients are expected to submit a “deliverable” about the conference within four weeks of returning from the conference: please write a short (1-3 paragraph) blog post about the conference, your contributions to the conference, and how the conference will impact your teaching. What inspired you at the conference and what questions did it raise for you? What would you want other faculty to know about your insights and experience?
We will excerpt this blog post for our online newsletter and may archive it on our website and/or Facebook page. Thank you for your important contributions to the conversations on teaching and learning at UW Bothell.
You may send your deliverable to the TLC mailbox at: email@example.com.
After the TLC Program Coordinator receives the signed Request for Travel approval from the TLC Director, she will e-mail a scanned copy of the Request for Travel to the traveler notifying him or her the funding has been approved and copy the home school or unit.
All travel must be pre-approved; there will not be retroactive funding.
The TLC Travel Funds application must be approved by the traveler’s home school or other unit before submitting to the TLC. The Travel Authorization form is to be submitted at the same time.
Requests for TLC funding must be received at least 5 business days prior to date of travel.
If the trip is not taken, or is cancelled prior to travel, any conference registration, travel arrangements (e.g. airfare, train fare) purchased by the TLC is to be reimbursed by the traveler within 30 days of the intended departure date.
It is the responsibility of the traveler to be sure conference registration and travel arrangements have been made. The TLC Program Coordinator can help with these arrangements if needed.
The traveler is responsible for submitting receipts from the conference to the TLC in order for the reimbursement to be processed. The School of Nursing and Health Studies will make all travel arrangements for its faculty members.
Although the UW can reimburse for lodging through non-conventional systems such as AirBnB and VRBO, a requirement for lodging reimbursement is that it’s a commercial lodging facility, and meets the policy in that they are advertised to the general public. If you do use them, make sure your receipt comes from the services itself and not the lodging owner.
The TLC does not reimburse for transportation through non-conventional systems such as Lyft. You may use such transportation but cannot be reimbursed for it with TLC funds.
For additional travel rules and responsibilities, visit the University of Washington Travel website.
After funding is approved
The traveler may contact the TLC Program Coordinator to help with conference registration and travel arrangements. The TLC Program Coordinator can pay for conference registrations using her ProCard, arrange for airline or train tickets, and, if needed, pay for shuttles to/from SeaTac International Airport. The Program Coordinator cannot make hotel reservations or arrange transportation at the destination.
If the traveler chooses, he or she can pay the registration, and make all travel arrangements upfront and then submit receipts for reimbursement (see Reimbursement section below for instructions).
Even though they may be cheaper, package deals for airfare and hotel are discouraged. Receipts showing the breakdown of airfare and nightly hotel charges are not always provided and these are needed for reimbursement.
Note: The Program in Nursing and Health Studies will make all travel arrangements for its staff.
Upon return, the traveler shall submit the Travel Reimbursement Claim Form (obtained from the home school or unit) and all receipts from the conference to the home school or unit for processing. These include the hotel receipt, transportation, parking, and any additional receipts for expenses incurred travelling to/from the conference.
If the traveler or home unit has any questions, or needs help with any part of this process, please contact the TLC Program Coordinator, Robyn Smidley at firstname.lastname@example.org.