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Faculty Travel

GSS offers travel funding for all faculty members once every fiscal year (July 1st - June 30th). Research Faculty are eligible for SIPA and GSS online funds. Teaching and Adjunct Faculty are eligible for GSS online funds.

We have provided links to all applications below. Once completed, please submit to both our Associate Chair and Office Manager for approval and processing.

GSS online funds:

Those using GSS online funds MUST attend a panel regarding online instruction (or their research must be related to online instruction) and must also provide a brief report along with their receipts explaining what they learned and how it will benefit their online teaching.

Foreign destinations:

For foreign destinations, you MUST complete a foreign questionnaire first. You will receive an email with a link to complete this. Once you are done, please scroll back up to the top of the page and click 'Submit' in the top right corner to send your report for approval. If any expenses are being covered by an external organization, please indicate this to staff member. You can find more information regarding this process here: https://exportcontrol.fiu.edu/activities/travel-internationally/

Reimbursement process:

The reimbursement process takes place after your trip is completed. You will then submit all receipts for review and an Expense Report will be created for you. This MUST be done within 15 business days of your arrival. For foreign transactions, we will use Oanda Currency Conversion to determine the USD amount for your reimbursement. The reimbursement process can take up to a month and final figures are determined by the Travel office, NOT GSS.

Fiscal year:

Since our fiscal year begins on July 1st, the financials sytem is typically closed 1-2 weeks before, so any travel taking place in June must be closed out as soon as possible to avoid delays in reimbursement. If planning travel for the next fiscal year, your TA will be submitted for $10 to avoid any issues with budgeting for the new year. The amount you are eligible for will still be noted on the authorization and will be applied to your expense report after your trip takes place.

*If you are unsure as to which category you fall into, please confirm with Associate Chair before submitting.

TRAVEL HOUSEKEEPING:


- After this application is approved , a TA can be submitted on your behalf in PantherSoft. This
must be approved BEFORE you can make any purchases. If you purchase anything before this
approval, you will NOT be reimbursed.

- You can arrive at your destination no earlier than ONE day before your event begins and
depart no later than ONE day after it ends. If you have to fly earlier or later, you MUST provide a
flight comparison that shows it would've been more expensive to follow this rule. If you don't,
no reimbursement will be given. All airfare purchases must be in Economy.

- If driving to your destination instead, you must use either MapQuest or the State of Florida DOT map to show point of origin to the point of destination for all routes taken. The current mileage reimbursement rate is 0.445 per mile for official travel. You must also provide a comparable airfare quote and the lesser of the two amounts will be reimbursed.

- All purchases regarding travel will be made out of pocket, EXCEPT memberships. If you need to
purchase a membership for an academic organization in relation to your trip, please let staff
member know so we can purchase using our departmental credit card. Memberships cannot be
reimbursed by Travel. (This is only applicable to Research and Teaching Faculty).

- All receipts must be turned into staff member once trip concludes. If you lose a receipt, there is a chance you will NOT be reimbursed. Credit card statements are not accepted as proof of payment. For airfare receipt, please provide a detailed one showing days/times you arrived and departed. Please also include a conference/research agenda/schedule, and translation on each receipt if it is in a foreign language. For those sharing AirBnB's, please have your name on the receipt, as well as let staff member know if you shared the home with anyone else within FIU. Expense reports must be completed within 15 business days of your arrival.

- Food receipts are not required since a per diem is given based on your destination and length of trip. Per diem will not be reimbursed for any meals provided by the conference/event.

- Please note that nightly hotel limits are imposed by the U.S. General Services Administration
and the Department of Defense that depend on your destination within and outside of the US. You can view allowable lodging rates here: https://www.travel.dod.mil/Travel-Transportation-Rates/Per-Diem/Per-Diem-Rate-Lookup/