Learned Society Travel benefits will provide reimbursement of transportation and hotel expenses for regular (i.e. non-visiting) full-time faculty members, as well as emeritus/a faculty, for conferences or learned society meetings (held within or outside the United States) who are delivering a paper at a meeting, chairing a session, participating as an invited discussant in a session, or otherwise involved as an officer.   

The guidelines for reimbursement from this Fund are as follows:

1. Eligibility:  

• All full-time, regular (non-visiting) faculty members, including Senior Lecturers on 3 or 5 year appointments, full-time (100% duty time) Lecturers, and members of the Society of Fellows
• Emeritus/Emerita faculty members

2.  Requirements:  The faculty member must not be receiving any travel subvention from the society or conference and must be participating in one of the following manners:

• Delivering a paper at a meeting
• Chairing a session
• Participating as an invited discussant in a session
• Be otherwise involved as an officer

3.  Time Period: Expenses will be reimbursed for at most one trip during the academic year (from July 1 through June 30), and up to a fixed maximum amount for that trip. The maximum reimbursement for travel expenses for a given academic year is announced via numbered memorandum or you may contact Melinda Matlack.  Grant amounts cannot be carried over from one year to the next if not used.

4.  What is and isn't covered:

• The fund will cover transportation expenses (including airfare, personal auto, auto rental (maximum 3 days), taxi, train and hotel parking).
• For faculty members on leave of absence, transportation will be reimbursed from the leave location.
• Normally up to three nights of hotel expenses (including state and local taxes) will be covered, not to exceed the fixed maximum amount.  When appropriate and with the approval of the chair, additional nights of lodging in advance of or subsequent to the to "learned society" conference may be authorized in order to take advantage of savings available via airline ticket length of stay requirements so long as the total expenses for the additional lodging are less than the amount of the airfare savings. 
• The fund does not reimburse for:
  • registration expenses
  • meals
  • movies
  • room service
  • telephone calls
  • tips
  • any expenses incurred by spouses or partners accompanying the traveler

5.  To request reimbursement:  Please send the following to the Office of the Dean of the Faculty after the trip has been completed:

• Use Employee Travel Voucher and include your Employee ID number on the form and must be signed by the traveler
• Attach all original receipts and one full set of copies
• Include a copy of the conference program, which includes the name of the society or conference, the dates of the meeting, and the title of the paper
• The travel voucher must have the department manager or chair's signature

Please feel free to call or e-mail Melinda Matlack (8-3023, email: matlack@princeton.edu)  with any questions regarding the Learned Society Travel Fund.

Return to the Faculty Resources page.

Last revised:  October 2004