The Department of Biology Seminar Spending Policies

It is strongly recommended that hosts of seminar speakers speak to Jim Tunney regarding Departmental, University and Federal regulations governing speaker expenses at least a couple weeks in advance of their guest's arrival.

Speakers are housed at the Millennium Hotel, 919-383-8575, with charges to be billed to the host's procurement card. The hotel offers complimentary shuttle service to and from campus. Air transportation arrangements should be made through Gale Gentry Travel, 1-800-633-9350, contact Mark Eide, with charges to be billed to the host's procurement card.

The agency honors the department's policy of not booking nonstop flights when connecting flights offer lower fares. In general, west coast and international visitors spend two nights in town, and east coast visitors spend one. Receipts and invoices should be given directly to the staff member who administers your procurement card. Contact the Assistant to the Chair for help with travel-related questions

In regard to meal expenses, up to $175 will be reimbursed for dinner with a seminar speaker. Any excess amount will be charged to the host's discretionary account. Exceptions will be made for faculty recruiting and Superspeakers. For faculty recruiting, the department will pay for the recruit and up to four faculty. For a Superspeaker the department will reimburse up to $250 for dinner. Lunch and breakfast expenses are not normally an issue and are merely expected to be reasonable. An itemized meal bill is strongly preferred and use of a Duke Procurement Card is encouraged. All receipts should be submitted to Jim Tunney and must include the names of the faculty and students attending.

A $100 honorarium will be paid to speakers not from Duke, NC State or UNC-Chapel Hill. Superspeakers (Grad student program) will get a $200 honorarium. It is imperative that hosts for foreign national speakers inform their guests of visa requirements for honoraria before their visit. The speaker's permanent home address and Social Security or Tax Identification number are required also.

The department will only reimburse speakers associated with official departmental seminars as defined by the Seminar Committee. Generally these seminars are posted on the Departmental seminar schedule website.