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| Travel to Defense: Policy on Reimbursement of Expenses for Former Faculty and Faculty from Universities Other than Columbia Serving on Doctoral Defense Committees |
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The Graduate School of Arts and Sciences has a small budget
line to cover travel expenses for former faculty of this University who still
retain sponsorial ties to Ph.D. candidates at Columbia
and for faculty from universities other than Columbia who serve on doctoral defense
committees. This fund is only available for committees of students in
Arts and Sciences Departments.
Departments seeking payments for travel funds must request approval
well before the defense committee is proposed. The funds available to the
School for this purpose are severely limited; there is a cap of $300 on
reimbursement. Departments normally contribute toward the expense. The School
cannot normally pay for someone to come from abroad, and it cannot pay honoraria. Payment of travel expenses is limited to cases of real
necessity and will not be authorized merely because a faculty member elsewhere
is an expert on the topic of the dissertation.
Although every reasonable effort is made to accommodate both
the student and the department at the critical juncture of the dissertation
defense, department/program and student are urged to schedule the defense at a
time when other professional business may already bring outside examiners or
former University faculty to the New
York area.
All requests for reimbursement of travel expenses should be
submitted by the Department Chair or Dissertation Sponsor in writing to the Dissertation Officer. The
request should include a statement of the reasons why this particular faculty
member must serve on this particular defense, as well as the expected travel
costs of economy air or train fare to be incurred. No disbursement for travel
expenses will be made unless approval has been granted in advance of the
projected dissertation defense.
The department is requested to set the committee member up as
a vendor and to submit original stubs of tickets along with a Check Request and
W-9 to the Dissertation Officer, 107 Low Memorial Library, following completion
of the travel. The cost of lodging or meals for such faculty is not
reimbursed. It is hoped that norms of collegial reciprocity would enable
faculty, where appropriate, to provide hospitality in their own homes.
Visitor information can be found here.
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