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Burack Distinguished Lecture Series

Arrangement Guidelines

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Contact Information:
Gary Derr, 347 Waterman, 802-656-8937, Gary.Derr@uvm.edu
Bess Malson-Huddle, 358 Waterman, 802-656-0462, Elizabeth.Malson-Huddle@uvm.edu
Lavinia Lasko, 348 Waterman, 802-656-0773, Lavinia.Lasko@uvm.edu
Account:
For chartstring information contact Bess Malson-Huddle at 802-656-0462 or Elizabeth.Malson-Huddle@uvm.edu
Travel:

Air: Please use UVM Travel to make airline reservations. The faculty host will need to use his/her UVM Purchasing Card. The charge should be reallocated to the Burack Lecture Series chartstring. Information about purchasing airfare on the UVM PurCard can be found in the Airfare Guidelines. We strongly suggest purchasing refundable tickets.

Rental Car: We are currently updating the procedures for renting a car; please contact Bess Malson-Huddle for details.

Personal Vehicle Usage: Mileage on a personal vehicle is reimbursable at $.565 per mile for FY14. The miles driven and any gas receipts should be included with the travel expense receipts submitted. Please see the Reimbursement section for more information.

Lodging: The faculty host should reserve a room at the Sheraton Burlington Hotel & Conference Center (1-802-265-6600) using the host’s PurCard. Please indicate that you are with the University of Vermont in order to receive the discounted rate. Rooms should be booked for no more than three nights and should not exceed $125 per night. Any overages will be cost-shared with the host department. Only room, meals and taxes are reimbursable. Please note that UVM is state tax exempt (city tax is applicable.) State tax charges should not appear on the final hotel invoice.

On-Campus Parking:

If the speaker will need on-campus parking access while visiting campus contact Bess Malson-Huddle to make arrangements. The parking pass will be sent directly to the host.

Expenditures:

Budgeting for each lecture is tracked through the President’s Office at the end of the semester. Hosts cannot control many of the costs; however, hosts should stay within budget for the following two categories:

  • Hotel charges should not exceed $125 per night for up to three nights
  • One lunch with graduate students should not exceed $200 and one dinner with faculty should not exceed $300 combined.

Any overages in these categories will be cost-shared with the host department.

Please note that alcohol may only be paid for with the President’s Discretionary Gift Fund and must have prior approval. Please download, fill out, and email to Elizabeth.Malson-Huddle@uvm.edu or Lavinia.Lasko@uvm.edu the Alcohol Approval Form thirty days in advance of the lecture. If alcohol is served during official off-campus functions, someone holding a valid liquor license must serve the alcohol. An original itemized receipt and signed credit card slip must be provided, and the tax must be removed from the bill, because UVM is state tax exempt. Employees will not be reimbursed for alcohol purchases outside of these parameters.

Honorarium and Lecturer Host Expense Reimbursement:

The host should work with their Business Manager to process expenses.  All related PurCard expenses should be reallocated to the Burack chartstring (Bess Malson-Huddle will email the chartstring to the host.) The honorarium for the speaker is $2,500. To have an honorarium check issued to the speaker, the host or Business Manager should submit a purchase requisition in PeopleSoft. Please be sure to complete the Burack Employee Versus Independent Contractor Form and submit with the purchase requisition in PeopleSoft. University best practice is to process the honorarium check after the lecture is completed to avoid unnecessary paperwork in the event of a cancellation or delay.

Out of pocket expense reimbursements for the speaker should be submitted to Procurement on a Check Request Form together with original receipts and a note explaining the expenses with list of attendees. Please review the UVM Travel Policy for more information.
Lecture:

Each faculty host should select dates and times that do not conflict with religious holidays, university breaks, etc. (see UVM Academic Calendar). Please contact Bess to learn when other lectures are scheduled. Ideally Burack Lectures are not scheduled within the same week. Once the date is confirmed, please contact Renee Bourassa in Conference & Event Services at 802-656-0856 or Renee.Bourassa@uvm.edu to assist with room arrangements for the lecture and reception.

Student Contact:
There should be an opportunity for graduate students to interact with the speaker. We recommend an informal lunch. It is also appropriate to invite undergraduate students if you wish. The host may also elect to build a schedule for the lecturer involving guest speaking at various classes and department visits.
Reception:

There should be a reception for each speaker following the main lecture. This provides an opportunity for faculty, staff, and students to meet the speaker and share ideas. The faculty host should contact Renee Bourassa in Conference & Event Services at 802-656-0856 or Renee.Bourassa@uvm.edu for specific information and assistance.

Advertising:

About 30 days before the lecture  Bess will send a Poster Format Form which requests details regarding the lecture; the completed Poster Form is due three weeks prior to date of lecture. 300 copies of our standard 11x17 Burack Lecture poster printed will be printed. Twenty-five posters will be forwarded to the host, the rest will be distributed using campus distribution lists including Deans, Directors, and Department Chairs and Residential Life. The lecture will also be advertised on the electronic info screens around campus and included in the UVM Bored Calendar, This Week@UVM, the Campus Calendar and the Burack Lecture Series website. The faculty host may choose to advertise the lecture to appropriate University units.

If the host purchases off-campus advertising, these costs should be charged to the host budget. Note: lecture attendance has been growing without the use of additional advertising.

Video Recording:
With the lecturers' consent, all lectures are recorded and posted on the Burack Lecture Series website at the end of the semester. It is the host’s responsibility to gain prior approval from the speaker to record the lecture. Contact Renee Bourassa at (802-656-0856) or Renee.Bourassa@uvm.edu to obtain a copy of the permission form for the lecturer to sign and to arrange for the lecture to be taped.
Deaf & Disability Accommodations:

Arrangements can be made for a sign language interpreter or other accommodations. Please contact Conference & Event Services at conferences@uvm.edu or 802-656-5665 to make arrangements.

Commemorative Gift:

Each lecturer will receive a Vermont gift basket. The host may choose to present the gift at the lecture or make arrangements for the Dean or Department Chair to do so on behalf of the University of Vermont. The gift will be delivered to the host about two weeks before the event along with 25 event posters.

Summary Timeline:

Below is a summary timeline to help guide faculty hosts through the hosting process.

  1. Contact Bess Malson-Huddle to discuss the current Burack Lecture schedule and avoid potential conflicts.
  2. Determine a series of appropriate dates to propose to the lecturer based on your findings after viewing the campus calendar, major holidays, and the dates of other Burack Lectures with Bess.
  3. Once the date is confirmed, work with Renee Bourassa to secure the space for the lecture and the details of the reception. Design a schedule for the lecturer to visit classrooms, meet with other departments and/or host a lunch with graduate students.
  4. Arrange travel for the lecturer as required – flight, rental car, hotel. etc.
  5. Thirty days before the lecture, please download, fill out and email the Alcohol Approval Form to Bess or Lavinia. Also, thirty days in advance, Bess will send the Poster Format Form and will inquire about on-campus parking for the lecturer.
  6. Three weeks prior to the lecture return the Poster Format Form to Bess and confirm whether or not the lecturer will need a parking permit. Bess will send the parking pass directly to you.
  7. If the lecturer agress to have the lecture recorded, contact Renee Bourassa regarding the proper paperwork.
  8. Call Conference & Event Services to make sign-language interpreter arrangements (if necessary).
  9. Two weeks prior to the lecture, 25 posters and the Vermont gift basket will be delivered to you. An additional 275 posters will be distributed to departments via campus mail and information will be posted on the info screens around campus and other electronic sources.
  10. One week prior to the event, confirm the final details and schedule with the lecturer.
  11. Once the speaker arrives on campus, serve as the guide and host during their visit. Introduce the lecturer at the main lecture and remind the audience that there is a reception immediately following.
  12. If applicable, collect lecturer receipts for any out-of-pocket travel expenses they may have incurred. Submit a check request to Procurement, and include all receipts.
  13. Submit a purchase requisition in PeopleSoft for the honorarium. The check will be mailed directly to the lecturer.
  14. When submitting your PurCard expenses, reallocate all Burack related charges to the Burack Lecture Series chartstring (contact Bess for the appropriate chartstring.) Note that hotel charges should not exceed $125 per night, total lunch charges should not exceed $200, and total dinner charges should not exceed $300.
  15. Bess will send the host a Burack Lecure Host Follow-Up Form to complete which will help confirm final expenses and summarize the lecture host experience and quality of the event.
 

Last modified November 07 2013 08:50 AM

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