Travel Type Employee Spouse Dependents
  • Professional development
  • Pre-Tour Trips
  • Other work-related travel
  • University funds, in amount approved by supervisor, may be used to cover such expenses.
  • Spouse may accompany employee when appropriate.
  • University funds* cannot be used to cover spouse's travel expenses.
  • Spouse may stay in employee's hotel room.  If there is an occupancy charge for their spouse, the employee is responsible for the additional cost(s).
  • Chaperones are not typically needed or approved for this type of travel.
  • Typically do not accompany employees on this travel. 
  • Supervisors must authorize any exceptions. University funds* cannot be used to cover dependent expenses.
Tours (up to 25 days)

  • Credit-bearing
  • Non credit-bearing
  • Performance
  • Advisors (Directors, Co-directors, Chaperones, Instructors):  University funds, including portions of approved program fees, may be used toward employee expenses.
  • A fee may be charged for any individual deviations from the group itinerary.
  • Advisor/Student Ratios:
      International Tours
1)     Minimum of three advisors.
2)     1:15 (1:20 for performance tours) ratio

      Domestic Tours
1)     Minimum of three advisors.
2)     1:20 ratio
  • Spouse may accompany employee when appropriate.
  • Spouses may be approved as chaperones for this type of trip.  Typically one or two chaperones are sufficient if needed, and must be approved by the Vice President Designee.
  • If spouse is performing chaperone duties, university funds may be used in an appropriate amount approved by supervisor.  If spouse is not a chaperone, university funds* cannot be used to cover spouse's travel expenses.
  • Spouse may stay in employee's hotel room.  If there is an occupancy charge for their spouse, the employee is responsible for the additional cost(s).
  • A fee may be charged for any individual deviations from the group itinerary.
  • Dependents may accompany program directors or co-directors only if they are at least sixteen years old, enrolled as paying program participants, and students are given priority in registering.
  • University funds* cannot be used to cover dependent expenses.
  • A fee may be charged for any individual deviations from the group itinerary.
  • Leaves involving extended travel
     (over 25 days)
  • University funds, in amount approved by supervisor, may be used toward leave expenses.
  • Spouse may accompany employee when appropriate.
  • University funds* cannot be used to cover spouse's travel expenses.
  • Spouse may stay in employee's hotel room or lodging.  If there is an occupancy charge for their spouse, the employee is responsible for the additional cost(s).
  • Chaperones are not typically needed or approved for this type of travel.
  • Dependents may accompany faculty during block or full-semester leave.

  • University funds* cannot be used to cover dependent expenses.

Exceptions may be made for lodging increase pending supervisor approval.

*Funds as stated above include cash or university credit cards.  They are not to be used for airfare, food, entertainment, or souvenirs for spouse or dependents where noted.