Travel Policy

At the beginning of every fiscal year, each faculty member has a fixed amount of $ 2,000 credited to a personal account for travel/memberships/books. External sponsorship may also be used to offset travel expenses. Control of this account will be at the sole discretion of the faculty member within University guidelines. In order for the faculty member to spend the account dollars on travel, the following policies need to be observed.

Approval of all trips is dependent on clinical staffing requirements. To initiate any trip, the faculty member will fill out an electronic leave request on the anesthesia network. It will be automatically forwarded for review, and an “approval/disapproval” message will be electronically returned. No travel will be taken, or reimbursed, without prior approval.

All airline reservations should be made through one of the preferred travel agencies, the airlines directly, or by use of the Internet. Internet purchases must be made with the traveler's own credit card. Preferred travel agencies are AAA House of Travel, Carlson Wagonlit Travel, Continental Capers, Crystal Travel, Holbrook Travel, Lorraine Travel Bureau, STA Travel, Travel Centre, World Class Travel and Wright Travel. Travel agencies should call Mary Simpson at 265-8012 for the department corporate card account number after the flight is booked.

Each faculty member is eligible for ten travel days (excluding weekends) for attendance at professional functions or in-house study. The time will be taken as, and tracked against, clinical/nonclinical days based on the faculty member’s contractual clinical ratio. Unused days are not carried forward.

Each faculty member is eligible for ten days of travel for the purpose of presentation at professional conferences or committees, or visiting professorships. The travel will be taken based on the contractual clinical ratio. Unused days are not carried forward.

Travel and travel-related expenditures for solely departmental business will be at the discretion of the chairman and will be paid by the department. They will not require expenditure of travel time as described in the two previous items

Trips to participate in ABA oral exams, NIH study sections or the National Residency Review Committee will not count as travel days. Funding must be provided by the sponsor.

Approval of all travel is dependent upon clinical staffing requirements.

Within the “day” constraints described above, faculty may use external or personal sources to fund additional travel.

All clinical faculty, instructors, and post-doc associates follow the guidelines as listed above. The guidelines also apply to nonclinical faculty, except that each nonclinical faculty member is expected to generate enough external funds (research grants and contracts) to provide for his travel needs, as well as those of other employees supported on his contract or grant.

Fellows are provided travel/book dollars up to $600 per fiscal year. Travel is limited to 5 days.

Residents are provided travel/book dollars up to $500 per fiscal year. Travel is limited to 5 days.

Chief Residents are provided travel/book dollars up to $1,000 for the year the chief resident title is held. Travel is limited to 5 days.

None of the unused days or dollars associated with this policy is reimbursable upon termination of employment with the department.

For information regarding reimbursement, review the section entitled "Reimbursement for Travel" in this web-based handbook.