Budget and Financial Services

Budget Management staff provide assistance to all Pitzer faculty in matters related to financial coordination and processes for R&A, honoraria, travel funding, and student research assistants. We also provide support for students seeking research funding.

Please see our office staff directory for details on our areas of service.

Andrea Harris, Assistant Director of Budget Management
Jamie Thompson, Senior Budget Support Coordinator for Academic Affairs

All requests for payment and reimbursement should be sent to [email protected].

Forms

Faculty Reimbursement/Payment Request Forms
Travel Report Form
Faculty Mileage Reimbursement Form
Pitzer College Missing or Lost Receipt Declaration Form

Tax Forms
W-9 (for an individual with a Social Security Number)
form 8233
W8BEN
Wire Form
W8BEN-E

Faculty and Student Funding Opportunities

Funding Source Call Date Proposals Due Submission Details
Student Conference Travel Year-Round Year-Round Submission Form
Catherine Blore Endowed Memorial Book Fund for New Resources Students – Fall & SpringFall – 9/16/2022
Spring –
1/27/2023
Fall – 9/30/2022
Spring –
2/13/2023
Submission Form
Faculty R&A – Fall & SpringFall – 9/16/2022
Spring –
1/27/2023
Fall – 9/30/2022
Spring –
2/13/2023
Submission Form
Student R&A – Fall & SpringFall – 9/16/2022
Spring –
1/27/2023
Fall – 9/30/2022
Spring –
2/13/2023
Submission Form
Katie Lawson Endowed Memorial Award 3/27/2023 4/10/2023 Information coming soon.
For questions, contact
[email protected]
JF Harmon:
Faculty-Student Summer Research Assistantship Program
3/27/2023 4/10/2023 Information coming soon.
For questions, contact
[email protected]
Global Health 3/27/2023 4/10/2023 Information coming soon.
For questions, contact
[email protected]
The Doman Social Sciences Research Fund and the Davis Humanities Research Fund  4/14/2023 5/1/2023 Information coming soon.
For questions, contact
[email protected]

Financial Processes


Conference Travel Policies (Faculty & Students)

Faculty

Faculty Travel to Professional Meetings
Each tenure-track/tenured faculty are entitled to up to $2000 for travel to conferences each academic year. Faculty assigned to Keck and adjuncts on multi-year contracts are also entitled to up to $2000. Emeriti faculty is entitled to up to $750. Travel for flights, etc. can be reimbursed prior to the trip being taken. Faculty Travel Reports are only required after the trip

Eligibility
Each faculty member normally has a yearly allowance of $2,000 in an academic year for funds to assist with travel made during the fiscal year which runs from July 1 to June 30 and may not be carried over from one fiscal year to the next. Funding may include one or more trips.

Student Travel

Travel, registration, room and board costs for students who are presenting papers at academic conferences, who are working with Pitzer faculty are eligible for funding. Funding ranges from $200 to $500, depending on cost of airfare, registration and hotel. In all cases, students are encouraged to minimize costs wherever possible (e.g. sharing a hotel room with fellow student presenters).

Students must provide documentation confirming that their papers have been accepted for presentation at the conference in their application. Applications for funding must be submitted prior to attending the conference. Students will receive responses within 10 working days. Students must email original receipts to be reimbursed.


Permitted Expenses

Examples of permitted and unpermitted expenses are shown below. These guidelines are currently under review by the Finance department and will be updated soon.

Permitted Expenses

  • Public transportation (Uber, Lyft, train, taxi, etc.)
  • Vehicle rental and fuel charges for rental car
  • Mileage – when using private automobile
  • Meals (If meeting with any colleagues provide first and last name of all attendees)
  • Alcohol
  • Lodging
  • Baggage fee
  • Reasonable tips for porters, bellhops, etc. (requires documentation for reimbursement)
  • Parking fees and toll road charges
  • Child care – These expenses are considered taxable income and are subject to withholding, regardless of amount.
  • Conference registration fees
  • Recreation/event tickets
  • Equipment (please note that ANY equipment, including laptops, acquired with College funding belongs to the College and requires an inventory tag for reimbursement)
  • Membership Dues for professional development
  • Books/Supplies
  • Airfare (Travelers will only be reimbursed up to the amount of the least expensive service available on all domestic flights).
  • Fees for obtaining a visa
  • Postage/Shipping
  • Duplicating/Printing
  • Software /digital software licenses
  • Gift Cards/ Gift Certifications- These purchases are considered taxable income and are subject to withholding, regardless of the amount. The first and last name of the recipient is required.

Unpermitted Expenses

  • Entertainment expenses (in‐room movies, in‐room mini bar, health club fees, etc.)
  • Costs incurred by unreasonable failures to cancel transportation or hotel reservations
  • Personal or family travel expenses (i.e., partner expenses, pet care, toiletries, pharmaceuticals, etc.)
  • Fuel for personal vehicle
  • Extended warranties
  • Repairs for personal vehicle (e.g., flat tires, broken windshields, )
  • Fines, speeding or parking tickets, or other penalties for violations of the law
  • Bank charges for accessing personal funds
  • Lost or stolen cash or property
  • Damage (Collision/Comprehensive) Waiver or Accident insurance/rental car insurance premiums
  • Trip/Travel insurance including, but not limited to, airfare
  • Airline club membership fees
  • Premium/luxury vehicle rentals
  • First Class/Business airfare
  • Excess baggage and storage charges
  • Home office supplies
  • TSA pre-check, Global Entry, CLEAR, or fees for early flight boarding privileges
  • Rental car/uber etc. upgrade selections
  • Airport lounge access
  • Travel companion expenses

Reimbursement Procedures

Travel Reimbursement
Should you wish to be reimbursed for expenses before a trip takes place (airfare, conference registration fees, etc.), you may do so without a travel report form. Upon completion of travel, receipts must be submitted with a completed travel report form within 2 weeks of completion of travel.

Reimbursement for Meals/Class Meals
Reimbursement for meals must include receipts either in paper or e-mailed image form with credit card copy and itemized copy of bill. Business purpose and names of all those present must also be included. There is $50 available per class for end-of-semester food (pizza, cookies, etc.) with receipts and a student roster required for reimbursement.

Reimbursement for Events Funded Through Campus Life Committee 
Events funded through Campus Life Committee (CLC) are prepared by the Dean of Faculty’s Budget Management Team. Please submit your receipts and all accompanying documentation, including event announcement/flyer, award forms, to [email protected] for reimbursement. Funding through CLC is awarded through the CLC webpage and required submission form.

Reimbursement for Events Funded Through Teaching and Learning Committee
Events funded through the Teaching and Learning Committee are prepared by the Dean of Faculty’s Budget Management Team. Please submit your receipts and all accompanying documentation to [email protected] for reimbursement.

Honoraria/Class Speaker
For an honorarium to be processed, the person receiving it must complete and sign a W-9 form. Please submit the W-9 form along with the date of the lecture, name of the speaker, amount to be paid to the speaker, and what account the funds should be deducted from. For class speakers, there is a $50 honorarium for each individual class per academic year. For payment, a completed W-9 Form must be submitted along with an e-mail stating the course roster and subject of the presentation.


Research Assistants

Faculty may request to hire Research Assistants, for more information, please contact [email protected].


Research & Awards

Faculty R&A (Research and Awards)

Early in the fall and spring semesters of each academic year, a call is put out for proposals to full-time faculty for research, curriculum development, and publication funding. The maximum award is $3,000 per academic year.

Student R&A (Research and Awards)

Provides Pitzer students research projects in connection with Independent Study or Senior Thesis. Early in the fall and spring semesters of each academic year, a call is put out for proposals for students to apply. The maximum award is $300 per academic year.


Student Funding Opportunities

Catherine Blore NR Books:
New Resources Students with financial needs to offset the cost of their books

Faculty-Student Summer Research: Pitzer students receive a stipend to undertake a research assistantship with a Pitzer Faculty member during the summer with funding

Katie Lawson Endowed Memorial Award:
Helps Pitzer Students, particularly psychology majors, to pursue their social work or community service objectives

For additional information regarding research funding, emergency funding, or other areas of support, please refer to the Sagehen Support Center link