New 2025-2026 Travel Fund Request Logo

  • 2025-2026 Travel Fund Request

  • University Seminars Travel Fund Request Guidelines
    2025-2026

    Submission Deadline
    All Travel Fund Requests must be submitted by June 30, 2025.

    Planning Process
    Plan with your guest speakers but wait for University Seminars approval before confirming arrangements.

    Funding Priorities
    You may be asked to adjust your requests based on the availability of funds. Let your potential speakers know travel is contingent upon funding approval. Do not make any travel arrangements until you receive final approval from The University Seminars. Contact Pamela Guardia (pfg2106@columbia.edu) for a status update. 

    Appropriate Business Travel Expenses
    The University Seminars will not assume the cost or reimburse the cost of lodging, local transportation, meals, or other costs for more than the minimum days necessary for seminar business travel. Make sure to let your guest speakers know that The University Seminars will not cover small out-of-pocket expenses, provide per diems, or arrange personal (non-seminar related) travel reservations.

    Late Submissions
    If you miss the June deadline for travel fund requests or need to change existing travel fund request submissions, please send an email to Pamela Guardia (pfg2106@columbia.edu).

    Approval Timeline
    Fund requests will be reviewed in July 2025. If you don't receive approval at least a month in advance of your first speaker's planned travel date, contact Pamela Guardia at pfg2106@columbia.edu. 

    Special Note: Reimbursements Can Be Difficult to Arrange
    While we understand some guests may prefer to handle their own travel, using our office avoids the reimbursement process, which requires:

    • Registration in a payment system
    • Tax and personal information submission
    • Compliance with potential visa or customs requirements

    Using our centralized travel arrangements helps ensure all requirements are met efficiently and properly documented.

    Reference the Administrative Portal for more information on:

    • Travel Fund Requests
    • Travel Booking

  • Seminar Details

  • Guest Speakers

    Below choose up to three speakers. Do not submit a second form for additional speakers. Priority funding is given to the first three traveling guest speakers per seminar group. If you plan to request funds for a fourth or fifth speaker, please check box below. You will be asked to provide details at the end of the request form. These additional travel requests require special review.

  • Below check all the Travel Needs for your guest speaker. Additional Options will appear below your checked items based on your selections. 

  • Other Ground Transportation
    Guest speakers asking for other ground transportation may be required to create a vendor profile with Columbia University via PaymentWorks and submit a reimbursement form. Proof of payments will need to be uploaded in the reimbursement form. This process can take 6 - 12 weeks to complete. 

  • Subtotals (#1)

    auto-calculated

  • Below check all the Travel Needs for your guest speaker. Additional Options will appear below your checked items based on your selections.

  • Other Ground Transportation
    Guest speakers asking for other ground transportation may be required to create a vendor profile with Columbia University via PaymentWorks and submit a reimbursement form. Proof of payments will need to be uploaded in the reimbursement form. This process can take 6 - 12 weeks to complete. 

  • Subtotals (#2)

    auto-calculated

  • Below check all the Travel Needs for your guest speaker. Additional Options will appear below your checked items based on your selections.

  • Other Ground Transportation
    Guest speakers asking for other ground transportation may be required to create a vendor profile with Columbia University via PaymentWorks and submit a reimbursement form. Proof of payments will need to be uploaded in the reimbursement form. This process can take 6 - 12 weeks to complete. 

  • Subtotals (#3)

    auto-calculated

  • Special Request

    Chairs with travel funding requests for a fourth and fifth guest speaker may note their request below. Requests are subject to conditional review and fund assessment. Let your potential speakers know travel is contingent upon funding approval. Do not make any travel arrangements until you receive final approval from The University Seminars. You will need to note a estimated amount in the space provided below.

  • ADDITIONAL Funding Source or Gift Account Fund Transfer

  • If the seminar has a gift account or other source of funding, list your funding in the "Additional Funding Source" box below. Provide contact name, email, and institution/department name for additional outside funding source.

    If receiving funding from multiple sources, provide an itemized listing of dollar amounts. Type total amount in the Additional Funding Amount ($) below. Include an explanation and an amount you will receive. We may send an email with follow-up questions.

    For gift account balance information: contact Gesenia Alvarez (ga2030@columbia.edu).

  • Total Travel Fund Request

  • Requestor Acknowledgement

  • Should be Empty: