Learned Society Travel benefits will provide reimbursement of transportation and hotel expenses for regular (i.e. non-visiting) full-time faculty members and emeritus/a faculty, as well as Senior Research Scholars, Research Scholars, and Senior Professional Specialists, 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.

A Learned Society is broadly defined as a professional organization in which membership is open to members of a particular discipline. The intent of the Learned Society Fund is to support travel to attend conferences in which the participant is presenting a peer reviewed scholarly work to an open audience of members of the discipline. Eligibility as an officer or board member of a professional organization expands on this participation to include officers of the organization who are involved with efforts related to the conference.

To be eligible for the Learned Society Fund, an invited participant must be presenting a paper or poster session that is related to a scholarly work of which the participant is the author (or one of). The participant must provide a copy of the conference program listing the title of the paper with the participant's name. An invited discussant or session chair for a scholarly paper presented by another author would also be eligible under the Learned Society Fund.

The guidelines for reimbursement from this Fund are as follows:

1. Eligibility:

• All full-time, regular (non-visiting) faculty members, full-time (100% duty time) Instructors, full-time (100% duty time) Lecturers, and members of the Society of Fellows
• Emeritus/Emerita faculty members
• Senior Research Scholars, Research Scholars, and Senior Professional Specialists

2.  Requirements: The eligible participant 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. Eligibility is determined by the date the talk is given. The maximum reimbursement for travel expenses for a given academic year is announced via numbered memorandum or you may contact Sandra Johnson (sandyj@princeton.edu) or Jennifer Widdis (jwiddis@princeton.edu). Grant amounts cannot be carried over from one year to the next if not used. For travel prior to May 1st the reimbursement request must be received in our office by the June 30th fiscal year end deadline.  We will accept reimbursements for travel in May and June of the same fiscal year though July.

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 and airport parking (maximum 3 days)). If the travel includes stops in addition to the conference location, appropriate documentation including the fare comparison direct to/from the conference location at the time of purchase must be included with the request.
• 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 "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.  Appropriate documentation including the fare comparison at the time of purchase must be included with the request for reimbursement.
• The fund does not reimburse for:
  • registration expenses
  • meals
  • movies
  • room service
  • telephone calls
  • internet services
  • tips
  • taxis to and from meal locations
  • any expenses incurred by spouses or partners accompanying the traveler
  • baggage fees
  • visa fees
  • fees for changing flights
  • business or first class tickets or upgrades

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

• Use Business Expense Report 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 Sandra Johnson (8-5230, email: sandyj@princeton.edu) or Jennifer Widdis (8-3023; email: jwiddis@princeton.edu) with any questions regarding the Learned Society Travel Fund.