Request Form for On-Site Internship Site Visit

Academic Affairs’ expectation is that site visits are conducted electronically (e.g. Zoom) but we recognize that there may be occurrences when an in-person site visit is warranted. We have a limited budget to support in-person site visits and will stop support when the budget is depleted. Please apply for travel support in advance of the in-person site visit. There is no guarantee you will be reimbursed after travel has occurred if you have not been pre-approved. Please submit this form at least two weeks in advance of expected travel. 

 

Travel Restrictions: 

Site visits should be within a 200-mile round trip radius of CSB/SJU. For site visits at distances over 200-miles round trip, electronic site visits are necessary. In the event that you’re moderating more than one internship in the term, we strongly encourage combining visits into one trip. We will reimburse for meals on full-day trips, in addition to parking, and mileage.  

Mileage: Faculty who drive their own car to a site visit will be reimbursed for mileage at the current IRS approved rate within a 200-mile round trip radius of campus. You must provide advance notice and approval to ensure budget availability for reimbursement. CSB/SJU is not allowed to reimburse an employee for their commute to/from campus. Additionally, because of the joint nature of CSB and SJU, employees are not reimbursed for travel between the two campuses. When reporting mileage for site visits, moderators are expected to leave from campus unless the distance from their home to the meeting location is shorter. Essentially, the Business Office asks that you submit the shorter mileage distance – either home to the meeting, or campus to the meeting. Further, if the distance between your home and the meeting location is shorter than your normal commute, CSB/SJU would not expect to reimburse that mileage 

Meals: Limited funds are available to support meal expenses for day-long site visits. These funds are intended for meal reimbursement for the faculty moderator only. 

 

Overnight stays related to site visits are strongly discouraged. Lodging reimbursements must be pre-authorized by Academic Affairs prior to the site visit.  

Reimbursement:

To request reimbursement for site visits conducted, please complete a SJU Travel Reimbursement Form, which can be found on the SJU Business Office’s SharePoint Site here. Faculty are encouraged to submit reimbursements within 60 days; otherwise, they will be submitted and processed as taxable income.  

 

Upon approval, after travel is complete, completed reimbursement forms should be submitted to Academic Affairs. Please be sure to include the date of all site visits, the student's/students’ name(s), total miles, starting point(s) and destination(s), and your signature. Itemized receipts for any parking fees or other costs incurred must accompany the form. If receipts are not included, faculty will not be reimbursed. 







a. Will this enhance an institutional relationship/commitment? (this is not only for departmental or individual gains) b. Will this enhance relationship building and foster new relationships? If so, how? c. Is this a challenging site? Please explain.

a. how are you choosing which sites and students to visit? b. Where are you visiting to build relationships? Are you ignoring the "lesser" businesses?
What are your estimated costs?