Department Resources

All domestic and international travel requests and expense reimbursements must be submitted through Concur. If you have any questions regarding travel and reimbursement, contact the appropriate accounts payable and receivable accountant.

Employees, including graduate students, may charge airline tickets, rental cars or conference registration fees to a department card, but never hotels or meals. Other allowable expenses will be reimbursed upon submission of a travel form and receipts.

Visitors: Most charges may be paid using department credit card; reimbursement claims should be submitted via online form to Jessica Lang. Meals may not be charged to a departmental credit card.

Undergraduate students: Most charges may be paid using department credit card; use appropriate form to file for reimbursement of allowable out-of-pocket expenses.

Foreign travel: All foreign travel must be approved in advance.

Visitor Travel Reimbursement

• Visitor Travel Reimbursement Form

University purchasing card policies outline allowable and nonallowable purchases. General guidelines:

• Under $2,500: Use credit card (turn in receipts as soon as possible) or order through BuyWays.
• From $2,500 – $10,000: Must have three simple quotes/price references unless purchased in BuyWays from a state contract vendor.
• Over $10,000: Must go out for bids.

Before making arrangements, get email approval from the department chair.

Forward department chair’s approval to Kim Webb, Jessica Lang and Amanda Ellenburg along with the date and times of conference plus the conference name. They will contact you individually for more details.

Contacts for Specific Areas of Conference Planning

Amanda Ellenburg

• Conference logistics.
• Reserve conference venue/hotel rooms.
• Arrange for IT and A/V support.
• Order catering.
• Arrange local transportation.
• Organize local tours and/or activities.
• Order name badges, prepare packets, etc.
• Set up conference in Marketplace.

Jessica Lang

• Process purchase orders and payments for conference expenses.

Kim Webb

• Establish new project revenue.
• Support staff and fill in as needed.

Policies for shipping packages (PDF)

Shipping Data Sheet — Domestic (PDF)

Kim Webb

• Assistant to the department chair.
• Building maintenance requests.
• Classroom/office supply management.
• Faculty recruiting assistant.
• Onboarding.
• Payroll.

Amanda Ellenburg

• Backup registration coordinator.
• Colloquium scheduling/advertising.
• Conference organization.
• Graduate student support and recruiting.
• Travel arrangements for visitors.

Celeste Hackett

• Undergraduate student support and recruiting.
• Registration coordinator.
• Reserve meeting rooms.

Jessica Lang

• Payments and purchasing.
• Employee and student travel.
• Visitor travel reimbursements.
• Manages/monitors departmental purchasing cards.

Sam Panzica

• Program coordinator.
• Outreach and recruitment.
• Shipping/receiving packages.

Other Areas

• Planetarium shows: Visit the planetarium page.
• Startup and incentive accounts: Contact David Reynolds.
• Grants accounts, updates, changes and closeouts: Contact Melissa McLane.

Student Leave Request Form

Application for Research Travel Support

For complete branding assets, please visit the communications and marketing department webpage. On that page, use the link to the brand asset library. Logos, Zoom backgrounds, letterhead and more can be found in the library. Use of branded assets is restricted to official department business.