» Request for Travel and Development – Faculty and Staff

Applications are accepted on a rolling basis. However, faculty and staff are encouraged to apply immediately upon acceptance to present their scholarly work or invitation to attend a conference or training and a minimum of four (4) weeks prior to the travel date. Faculty and staff of the Fowler School of Engineering (FSE) are required to complete this request form for all business travel and development purposes, regardless of funding source. Faculty and staff must seek approval prior to the dates of travel and with enough advance notice to allow the request to be processed. Please allow a minimum of 14 business days for the request to be reviewed. Expenses incurred prior to approval may not be reimbursed, especially if the request is denied. Faculty and staff should not pay any costs before receiving approval. The Dean's Office will contact you once the request has been reviewed.

Incomplete applications will not be accepted and must include the following supporting documentation:

Link to training, conference or event organization website
Proof of acceptance by conference or event organization, if applicable

Please review the policies below before submitting a request for travel and development. Chapman University's complete Fiscal Policy is available online.

Do not include student travel requests on this form. The Student Travel Grant form can be found here.

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In the case a faculty member is not able to attend a scheduled class session, they must notify the Program Director, Elizabeth Stevens, and Administrative Coordinator, Nicole Olguin. Faculty should reschedule all missed session(s) to ensure the student contact hours for the class is sufficient to meet the requirement. The faculty member should give students sufficient advanced notice of the rescheduled session(s). Class absences of longer than two (2) weeks must be approved by the Dean.

University funds allocated to travel are generally designated for approved travel within the United States and Canada. However, these funds may be used for foreign travel in special circumstances, as described:

The faculty is an invited speaker to a professional conference, where the sponsor partially supports the expenses. In that case, the remaining expenses are eligible for approval.
The faculty is attending a professional conference, in which the faculty is presenter of peer-reviewed poster(s) or oral presentation(s) and there is justification for presenting at a foreign conference over available domestic conferences.
The faculty or staff is attending a workshop or training course for development purposes, which is not available in the US or Canada.
Other situations not listed in this policy will be considered based on its merits, including professional benefits to the faculty, staff, school, and university.
This policy does not cover the use of extramural grant funds designated for foreign travel, which is subject to the rules and regulations of the granting agency.

For domestic travel, Chapman University follows Internal Revenue Service rules for per diem meals and incidental expense (M&IE) reimbursement. Employees will receive a per diem allowance for their personal meals actually consumed when traveling out of town for substantially longer than an ordinary day’s work, so that you need to sleep or rest to meet the demands of your work while away from your home campus. The University does not pay per diem for meals provided by your host or other party.

The University has adopted GSA (domestic) and SSA (international) rate standards for per diem payments. These rates will vary by location and are updated at least annually. Rates are automatically calculated within Concur based upon the travel itinerary entered.

Guidance on current rates can be found at the websites listed below:

GSA (domestic)
SSA (international)

» Request for Travel and Development – Faculty and Staff

Faculty Absence Policy

Foreign Travel Policy

Meals Policy

Application

Student Travel Grant