What You Should Know
Charge qualified Learned Society expenses to your Department and the General Fund (A0000) using Program AM025, Learned Society Travel.
The Office of the Dean of the Faculty (DOF) periodically will review charges made on this Program to the General Fund. If costs appear not to comply with the DOF policy guidance, the DOF’s office will contact your department to discuss the charges. If the cost exceeds limits or otherwise does not comply with the Learned Society Policy memo, the DOF’s office will request that you create a Prime Journal (cost transfer/correction) to move any non-compliant costs to another chartstring in your Department.
To assist in the DOF’s review, please attach in Concur (or to the Business Expense Reimbursement Request) 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. Please include only the page(s) listing the faculty member's paper and the program cover or page listing the conference location, name of the society and the dates of the meeting. To attach this document in Concur, click: Receipts > Attach Receipt Images. If you are moving already recorded Learned Society-qualified costs from another chartstring on to the Learned Society chartstring, please make sure to include the name of the faculty member and the fiscal year of the approved trip (Faculty member’s name, FYXX) in the journal line description when making the cost transfer.
You do not need to send your expense report to DOF for approval.
The Learned Society Travel Policy is under review; departments will be notified if changes are made. The current policy is available here.