As you plan your calendars for the upcoming academic year, please remember the following guidelines:
- When traveling off campus, please provide your department chair and the Executive Associate Dean with a schedule of away dates and contact information.
- The total number of days away from campus for any given semester should not exceed three weeks total. Absences from teaching that exceed two consecutive weeks worth of teaching days should be discussed in advance with the department chair and the Executive Associate Dean.
- All lessons missed for professional reasons must be made up by the professor before the end of the semester.
- Performance faculty members are expected to be present for all audition days. All permissions for audition day absences must be obtained from the Executive Associate Dean Jamal Rossi before June 1 of the previous academic year. Once approval is received, faculty members are responsible for communicating these absences in writing to Matthew Ardizzone, Associate Dean of Admissions, before June 1 (to meet application print deadlines).
Faculty members at the Eastman School of Music may be approved for up to $850 of travel and conference expenses in one academic year. If the airline reservations are booked through the University’s travel agent, there are no “upfront” charges to the faculty members. You must keep your original receipt in order to receive reimbursement. Reimbursement is made once you have given your original receipts to your department secretary, who will prepare a T&C report for your signature.
For travel over and above the $850/yr., faculty may apply through the Office of Academic Affairs for funding from the Professional Development Committee (a group comprising three faculty members who evaluate proposals three times per year and administer a fund). Proposals to the PDC must be made before the trip is taken.
If your Eastman position entails travel to numerous professional conferences or work-related events, you may be eligible for an American Express Corporate Card and an AT&T Long Distance Card. Call the secretary in Financial and Human Resources (x4-1080). You may be able to get a cash advance before your trip through your American Express Corporate Card. Check on details at least two weeks in advance.
Making University-Sponsored Travel Reservations: Airline tickets may be purchased in advance of your travel through the University-sponsored travel agencies:
Town & Country Travel, Inc.,
732 Pittsford-Victor Road, Pittsford, NY 14534, (381-2850)
or
NFT Travel, (244-9300).
Your department secretary can arrange these for you.
Approval for University Travel
All full-time collegiate faculty are entitled to spend $850 toward professional travel to conferences and workshops (for which they do not receive honoraria for services performed). Travel reimbursements are sometimes available for other staff members. Consult your department supervisor. Travel may be booked through the departmental secretary directly through the University’s travel agent. Other expenses will be reimbursed using a T&C through your departmental secretary (Travel & Conference form, see Forms section for further instructions).
For travel over and above the $850/yr., faculty may apply through the Academic Dean’s Office for funding from the Professional Development Committee, a group comprised of three faculty members who evaluate proposals three times per year and administer funds.
If your job entails travel to professional conferences or work-related events, you may be eligible for an American Express Corporate Card. and Call the secretary in ESM Financial and HR Services Office (x4-1080). You may be able to get a cash advance before your trip through your American Express Corporate Card. Check on details at least two weeks in advance.
Making University-Sponsored Travel Reservations
Airline tickets may be purchased in advance of your travel through the University-sponsored travel agencies: Town & Country Travel, Inc., 732 Pittsford-Victor Road, Pittsford, NY 14534 (381-2850) OR NFT Travel (244-9300). See Forms Section for processing an F-2 form. All Completed “Request for Advance Travel Tickets Forms” (Form F-2) must be send to the ESM Financial and HR Services Office for approval before sending on for processing.
Processing Travel & Conference Accounts (form)
See Payroll & Finance Section for instructions on processing a T & C. A copy of the form is in the Forms Section.
