Policies and Procedures

• Philosophy of Educational Workshops
• Obtaining Materials and Supplies
• Other Pre-Workshop Responsibilities
• Workshop Management
• Travel Reimbursement and Pay
• Promotional Activities

Travel Reimbursement and Pay

• Reimbursement Policy
• Required Travel Forms
• What Travel Will Be Reimbursed?
• Summer Contracts and Pay Dates

Reimbursement Policy

Travel expenses are reimbursed based on the PASSHE travel policies. Information on regulations and allotments are available from office secretaries or from the University purchasing office. Mileage reimbursement for persons traveling to an off-site is 0.485 (effective Feb. 1, 2007) per mile. Distance is determined by the distance between the faculty member's home or the Millersville University campus, whichever is shorter. Overnight accommodations are provided only if the teaching site is more than 50 miles from campus or, for off-campus adjunct faculty, 50 miles from home. Please obtain accommodations at a moderate or inexpensive motel (Days Inn or Super 8 quality) and reimbursement will be actual costs. Meals are reimbursed according to the allotment formula for high-cost areas, if destination is not shown it is $39 per day (24 hr. period) for overnight travel. For commuters to off campus sites, cost of lunch is reimbursed (up to $8) only if the faculty member works 2 hrs. before their normal start time or 2 hrs. after their normal quit time and the work site is more than 50 miles from campus or for off-campus faculty, 50 miles from home. Reimbursement for motels, food, or travel is for instructors only.

Required Travel Forms

If you are traveling off campus, you need to submit two forms: one prior to doing the travel and one after the travel. Prior to travel, complete a Travel Request form estimating your anticipated expenses for the entire summer (using state allotments) and send it to the PTE Office." Any travel costs occurring prior to June 30 must be encumbered no later than June 5. Therefore, please have the form into the PTE Office by June 3. For travel after June 30, please submit the form at least two weeks prior to your first off-campus workshop. These pre-travel forms are important not only because they encumber the funds, but they are part of the proof that a traveler was on authorized University business in case of an accident.

The second form you will need to complete is the Travel Expense Voucher form, which must be submitted to generate your reimbursement. The voucher should be submitted either immediately after completing each workshop, or if you prefer after completing all summer travel taken on or after July 1, 2007. Travel vouchers for travel, which occurs prior to June 30, 2007, must be submitted by July 1. Send the form to the PTE Office and be sure to include actual miles driven, and receipts for tolls and hotels.

What Travel Will Be Reimbursed?

Faculty who teach on campus are not reimbursed for travel to campus from their homes. Faculty who teach off-campus are reimbursed from their homes to the school site where they are teaching. If faculty live at least 50 miles from the teaching site, they may stay overnight near the teaching site. If the motel and the school site are several miles apart (more than three), the cost of driving back and forth may be added to the round trip mileage. If a faculty member makes a special trip to a district to arrange details for the workshop, that trip will be reimbursed. Miscellaneous and minor workshop travel of five miles or less (to the post office or hardware store, for example) will not be reimbursed. Adjunct faculty who live outside the area who travel to campus for the orientation session will be reimbursed for the travel costs. Due to auditor needs, we ask that you please put detailed mileage on travel expense forms (i.e. to and from hotel and school site, to/from home to school site, etc.). Please attach toll receipts to the voucher form.

Summer Contracts And Pay Dates

All workshops are offered on a "contingency" basis and must have a minimum enrollment of seven to "go."

Payment for summer workshops is usually made on the biweekly pay date following the workshop. In all cases, payment is made after completion of the workshop.  If you have questions, please contact the Payroll Office (717) 872-3713.