8.11.3 Sabbatical Moving and Tenure Travel Expenses

Policy Statement

In general, the University of Illinois System does not provide payments to faculty for sabbatical moving expenses or for expense incurred by faculty in pursuit of tenure. Graduate students and 0% hourly employees (e.g., academic hourly) are not considered faculty for the purposes of this policy.

In some cases, such reimbursement may be allowable:

• Sabbatical Moving Expenses: If the sabbatical includes a funded project specifically requiring fixed relocation.
• Travel Expenses in Pursuit of Tenure: If the travel expenses are incurred while conducting or advancing research or similar activities ultimately benefitting the system or one of its universities.

The total amount of the reimbursement, either for sabbatical moving expenses or travel expenses in pursuit of tenure, must be documented in the Sabbatical application. If the amount and/or form are not documented as outlined above, additional documentation detailing these criteria and unit head approval must be provided for the reimbursement(s) to be processed.

Reimbursements for moving expenses are considered taxable income, may not be grossed-up, and are not considered wages for SURS purposes.

An individual university or system office may require additional levels of approval, or restrictions on the total dollar amount of relocation assistance payment.

Reason for the Policy

The University of Illinois System generally does not allow reimbursement for sabbatical moves or travel expenses for faculty in pursuit of tenure, unless such is included in a funded project requiring relocation or is to conduct or advance research or similar activities ultimately benefitting the system or one of its universities.

Applicability of the Policy

This policy applies to all system and university units with faculty.

Procedure

Units may reimburse faculty for travel or moving expenses if such relocation is included in a funded project specifically requiring relocation or is to conduct or advance research or similar activities ultimately benefitting the system or one of its universities pursuant to the information below. Graduate students and 0% hourly employees (e.g., academic hourly) are not considered faculty for the purposes of this policy.

Sabbatical Moving Expenses

Unless a sabbatical includes a funded project that specifically requires fixed relocation, the University of Illinois System shall not reimburse for moving expenses for faculty on sabbatical. This includes both relocation of personal property to the sabbatical site as well as returning to faculty member’s home university. Questions about acceptable relocation expenses should be addressed before incurring such expenses, and approval from the department's head and/or college dean should be obtained in writing prior to incurring any relocation expense for which reimbursement will be sought.

Travel Expenses in Pursuit of Tenure

Travel expenses incurred while conducting or advancing research or similar activities that ultimately benefit the system or one of its universities through the professional advancement of the faculty member are generally acceptable and reimbursable. Faculty members should provide an estimate of the total cost associated with the activity and obtain written approval from their department head and/or college dean prior to incurring expenses. When submitting travel expenses tied to activities that have been agreed upon as relevant to the pursuit of tenure and/or promotion, the faculty member must include a clear explanation of the benefit to the system and/or one of its universities and evidence of approval from the head/dean. Expenses may be incurred at any point during the year, regardless of the term of the faculty member’s appointment.