Reimbursement Pre-Approval Forms
Prior to any purchases, please complete the appropriate pre-approval form below.
Funding Sources & Additional Information
Unless otherwise arranged with the Provost, all continuing full-time faculty are eligible for up to $2,200 in travel funding in support of conference or professional development participation. Travel to conferences at which the faculty member presents a paper or plays an official role is fully reimbursable. Otherwise, expenses are reimbursable at two-thirds of the actual cost. The “two-thirds funding rule” does not apply if travel is supported by an Academic Support Committee grant or start-up funds.
Faculty Travel Funds Reimbursement Process
- When expenses are to be paid using Faculty Travel funds, faculty should complete the Reimbursement Pre-Approval form before making any purchases to ensure that expenses will be reimbursed. Do not use this form if you are using Start-Up funds; see the Start-Up Funds section below for more information.
- After approval is received, requests for reimbursement should be submitted to the Director of Faculty Development, Lisa Whitenack, via Oracle expense report. Note that this is a new process as of January 1, 2026. Each item in the expense report must be accompanied by an itemized receipt. You can find the directions on how to submit faculty travel expense reports here.
Questions about travel funding should be directed to the Director of Faculty Development, Lisa Whitenack.
Start-Up Funds Reimbursement Process
- When expenses are to be paid using Start-Up funds, faculty should complete the Start-Up Funds Pre-Approval form before making any purchases greater than $100. (If the purchase/expense is $100 or less, faculty can skip this step and go directly to the reimbursement forms.)
- If a staff member is assisting in making the purchase directly via a PO or some other means, the faculty must still complete the Start-Up Funds Pre-Approval form to ensure adequate funding remains in their account prior to purchase. Faculty are encouraged to discuss upcoming expenses with their department chairs, particularly if the expense is greater than $5000. For questions related to staff member access to account numbers in Oracle, please contact Rachel Weir.
- After approval is received, any purchase or reimbursement requests should be submitted to Rachel Weir via Oracle; you can find directions here.
Questions about start-up funding should be directed to Associate Provost Rachel Weir (rweir@allegheny.edu).
Funding for sabbaticals or other projects can be requested through the Academic Support Committee (ASC). There are two funding cycles each year, with deadlines of November 1 and February 15. Faculty can also apply for up to $500 in Supplemental Research Funding outside of these funding cycles using the application process described below. See the ASC Grant Applications page for more information.
ASC Funding Reimbursement Process
- Once a faculty member has been awarded ASC funding, they should complete the Reimbursement Pre-Approval form before making any associated purchases, whether it is travel, equiment, or other purchases. This allows the Director of Faculty Development to confirm that funds are available and that they can be used for the purpose described.
- After approval is received, requests for reimbursement should be submitted to the Director of Faculty Development, Lisa Whitenack,
- via Oracle expense report. Note that this is a new process as of January 1, 2026. Each item in the expense report must be accompanied by an itemized receipt. You can find the directions on how to submit ASC expense reports here.
Questions about ASC grants should be directed to the ASC Chair or the Director of Faculty Development, Lisa Whitenack.