For any grant-related questions, please contact Grant Accountant Andrea Newsom in the Business Office: 450-4501 or newsom@hendrix.edu.
Internal Grants: Faculty Travel Grants
To apply
for a Faculty Travel Grant, please complete the Faculty Travel Grant
Form that can be found on the Hendrix Website at
www.hendrix.edu/academics/academics.aspx?id=870 and in Appendix 8 in the
Faculty Handbook. Submit completed application forms to the Office of
Academic Affairs. Applications for Faculty Travel grants are reviewed
throughout the year until available funds are fully awarded. You will be
notified of approval by email. Once a travel grant is approved, grant
information will be sent to the Business Office for dispensing and
reimbursement.
The travel MUST occur prior to May 31st of the
awarded fiscal year. If travel will occur in the summer, awards will be
granted in early spring of the preceding fiscal year.
You
should notify the business office approximately two weeks before your
scheduled travel if you prefer to receive the grant as an advance prior
to traveling (allowed only if you have no outstanding advances). If you
receive an advance, or you request a reimbursement of expenses after you
travel, it is required that original receipts are submitted to the
business office within 30 days of travel or if traveling in May, submit
at the latest June 15th. If by June 15th, advances are not cleared, you
must reimburse the college for the amount of the advance you received.
Allowable Travel Expenses
There are certain types of expenditures that are allowable as reimbursable expenses by the college. They are the following:
- Per
Diem at a rate of $35 per day. This means that no receipts may be
turned in for reimbursement for meals, snacks or beverages of any kind
(i.e. water, coffee, tips, etc). Travel plans should include at least
six hours in a given day to be eligible for the entire per diem rate for
that day.
- Direct Meal Reimbursement – This option can be used
in place of per diem, with provided original itemized receipts. The tip
cannot exceed 20% of total meal cost.
- Mileage of Personal
Vehicle at a rate of .545 per mile*. Please note that this is in place of
gasoline, which cannot be claimed at the same time unless there was a
rental car in addition to a personal vehicle (i.e. mileage to and from
airport). *Our current rate is updated by the IRS Standard Mileage Rate.
- Airfare
- Miscellaneous Transportation Costs (i.e. taxi, shuttle, bus fare, etc)
- Hotel
- Car Rentals
- Conference Registration and Fees
Please note that toiletry items (i.e. shampoo, hair cuts, clothing
items, etc.) are not considered allowable business expenses and will not
be reimbursed by the college. If you are not sure if an item is
allowed, please contact the Business Office for a determination.
Clearing Advances/Requesting Reimbursement for Faculty Travel Grants
Submitting Receipts Using a Travel Expense Summary Report
A completed and signed Travel Expense Summary Report MUST be
submitted with the original receipts. If the proper form does not
accompany the receipts, the receipts will be returned.
A
Travel Expense Summary form can be found in Appendix 8. This form can
also be downloaded on the Business Office website,
www.hendrix.edu/businessoffice , or forwarded by the Business Office via
e-mail attachment. The electronic version includes some formulas to
simplify completion, and it is requested that these forms are filled out
electronically.
For ease of review, please number your
receipts and enter the correlating number on the expense report. Like
expenses can be combined. For example, if you have five bus tickets,
feel free to number all of them the same number and enter them on the
same line on the expense report. The mileage section is in the middle on
the left hand side of the form with room for four roundtrips. The total
mileage per trip should be entered. The electronic version of the form
will calculate the reimbursable amount automatically.
Original receipts must be attached to the form. If the purchase was
made online, please attach a print-off of the confirmation which
includes the total price. If the expenditure will only show up on a
credit card statement, we will need a copy of the statement. For those
items that no receipts are available, reimbursement can only be made for
up to $25 each. These policies concerning documentation are audit requirements.
NOTE: All payment requests submitted for Travel Grants should be submitted directly to the Grants Manager in the Business Office.
Internal Grants: Faculty Project Grants (including Leave/Sabbatical project grants)
To apply for a Faculty Project Grant, please complete the Faculty
Project Grant Form that can be found on the Hendrix Website at
www.hendrix.edu/academics/academics.aspx?id=870 and in Appendix 8.
Submit completed application forms to the Office of Academic Affairs by
the stated deadline. You will be notified of approval by email and an
alpha numeric ID will be assigned to the grant. Once a project grant is
approved, grant information will be sent to the Business Office for
dispensing and reimbursement.
Expenses for these grants must occur during the fiscal year for which the funds are awarded.
Half of the grant can be advanced after the grant is awarded. The
remaining advance can be within 1 month of the project. Please contact
the Business Office to request an advance. Reimbursements can be made
immediately following the expense incurred. Whether you get an advance
or request reimbursement, we require that original receipts are
submitted to the Business Office within 30 days of finishing the project
or if in the month of May submit at the latest June 15th. If by June
15th, advances are not cleared, you must reimburse the college for the
amount of the advance you received.
Clearing Advances/Requesting Reimbursement for Faculty Project Grants
Submitting Receipts Using a Travel Expense Summary Report or a Payment Request Form:
A completed and signed Travel Expense Summary Report or a Payment
Request form MUST be submitted with the original receipts to the Grants
Manager in the Business Office. The alpha numeric ID assigned to the
grant must also accompany the completed form. If the proper form does
not accompany the receipts, the receipts will be returned.
Examples of both a Travel Expense Summary Report and a Payment Request
form can be found in Appendix 8. These forms can also be downloaded on
the Business Office website, www.hendrix.edu/businessoffice, or
forwarded by the business office via e-mail attachment. The electronic
versions include some formulas to simplify completion, and it is
requested that these forms are filled out electronically.
For
ease of review, when completing the Travel Expense Summary report
please number your receipts and enter the correlating number on the
expense report. Like expenses can be combined. For example, if you have
five bus tickets, feel free to number all of them the same number and
enter them on the same line on the expense report. The mileage section
is at the bottom left hand corner, with room for four roundtrips. The
total mileage per trip should be entered. The electronic version of the
form will calculate the reimbursable amount automatically.
Original receipts must be attached to the form. If the purchase was
made online, please attach a print-off of the confirmation which
includes the total price. If the expenditure will only show up on a
credit card statement, we will need a copy of the statement. For those
items that no receipts are available, reimbursement can only be made for
up to $25 each. These policies concerning documentation are audit requirements.
NOTE: All payment requests submitted for Project Grants should be submitted directly to the Grants Manager in the Business Office.
Internal Grants: Distinguished Professor Grants
Faculty members who hold a distinguished professorship have access
to a professional development fund. By September 1 of each year the
faculty member submits a brief annual report to the Committee on Faculty
accounting for expenditures for the previous year and a plan for
expenditures in the coming year. Except in unusual circumstances, and
with the Provost’s approval, unspent funds from one year may not carry
over to the next year. In any case, such carryover is subject to a
two-year limit. Notification of the approval will come from the Office
of Academic Affairs and an alpha numeric code will be assigned to the
grant. Annual funds will be available at the beginning of the fiscal
year.
If you need an advance, please contact the Business
Office to request an advance. Reimbursements can be made immediately
following the expense incurred. Whether you get an advance or request
reimbursement, we require that original receipts are submitted to the
Business Office within 30 days of finishing the project or at the latest
June 15th. If by June 15th, advances are not cleared, you must
reimburse the college for the amount of the advance you received.
Clearing Advances/Requesting Reimbursement for Distinguished Professor Grants
Submitting Receipts Using a Travel Expense Summary Report or a Payment Request Form:
A completed and signed Travel Expense Summary Report or a Payment
Request form MUST be submitted with the original receipts. The alpha
numeric code assigned to the grant must also accompany the completed
form. If the proper form does not accompany the receipts, the receipts
will be returned.
Examples of both a Travel Expense Summary
Report and a Payment Request form can be found in Appendix 8. These
forms can also be downloaded on the Business Office website, or
forwarded by the Business Office via e-mail attachment. The electronic
versions include some formulas to simplify completion, and it is
requested that these forms are filled out electronically.
For
ease of review, when completing the Travel Expense Summary report
please number your receipts and enter the correlating number on the
expense report. Like expenses can be combined. For example, if you have
five bus tickets, feel free to number all of them the same number and
enter them on the same line on the expense report. The mileage section
is at the bottom left hand corner, with room for four roundtrips. The
total mileage per trip should be entered. The electronic version of the
form will calculate the reimbursable amount automatically.
Original receipts must be attached to the form. If the purchase was
made online, please attach a print-off of the confirmation which
includes the total price. If the expenditure will only show up on a
credit card statement, we will need a copy of the statement. For those
items that no receipts are available, reimbursement can only be made for
up to $25 each. These policies concerning documentation are audit requirements.
NOTE: All receipts submitted for Distinguished Professors Grants should be submitted to the Grants Manager in the Business Office.
Internal Grants: Odyssey Professorship Grants
The Committee on Faculty approves Odyssey Professorship Grants
during the spring semester when there are available open professorships.
Once approved, grant funds associated with the professorship will be
sent to the Business Office for dispensing and reimbursement.
Timeline—All
Odyssey Professorship Grants will be reviewed annually for carryover
of funds from the previous year. If all funds are not used within 3
years, any remaining funds will be forfeited at the end of the contract
period.
Budgets—As part of the Hendrix Operating
Budget Projections process, Odyssey Professorship Grants must be
budgeted for each year (up to 3 years). If additional money needs to be
spent in a given year, the faculty member will be allowed to move up to
10% of the yearly budgeted amount from a future year’s budget. Any
budget increase above 10% in a given year must be approved by the VP of
Business & Finance. If a yearly budget is not fully expensed, the
funds may rollover to the next fiscal year excluding the third and final
year.
Expensing the Funds—Once yearly budgets are
submitted to the Business Office, account codes and a project code will
be distributed to the faculty member. All payment requests should be
submitted to and approved by the Grants Manager in the Business Office.
Monthly statements will be provided showing remaining budget amounts.
Clearing Advances/Requesting Reimbursement for Odyssey Professorship Grants
Submitting Receipts Using a Travel Expense Summary Report or a Payment Request Form:
A completed and signed Travel Expense Summary Report or a Payment
Request form MUST be submitted with the original receipts. If the proper
form does not accompany the receipts, the receipts will be returned.
Both Travel Expense Summary Report and Payment Request form can be
found in Appendix 8. These forms can also be downloaded on the Business
Office website, or forwarded by the Business Office via e-mail
attachment. The electronic versions include some formulas to simplify
completion, and it is requested that these forms are filled out
electronically.
For ease of review, when completing the
Travel Expense Summary report please number your receipts and enter the
correlating number on the expense report. Like expenses can be combined.
For example, if you have five bus tickets, feel free to number all of
them the same number and enter them on the same line on the expense
report. The mileage section is at the bottom left hand corner, with room
for four roundtrips. The total mileage per trip should be entered. The
electronic version of the form will calculate the reimbursable amount
automatically.
Original receipts must be attached to the
form. If the purchase was made online, please attach a print-off of the
confirmation which includes the total price. If the expenditure will
only show up on a credit card statement, we will need a copy of the
statement. For those items that no receipts are available, reimbursement
can only be made for up to $25 each. These policies concerning documentation are audit requirements.
NOTE: All receipts submitted for Odyssey Professorships Grants should be sent to the Grants Manager in the Business Office.