✉️ **[email protected]** / ☎️ Ext.# 5004 (Janet), 5028 (Francesca), 5011 (Soyeong)
All faculty members of George Mason University Korea are required to obtain pre-approval before incurring any reimbursable expenses or making payments. This applies to business travel and related expenses, annual home leave travel, purchase requests, and any other expenditure involving university funds. Reimbursement may be denied if pre-approval is not secured in advance. Faculty should consult with the Associate Dean for Faculty and Academic Affairs regarding funding before submitting a request. For questions about the process, please contact Ella Han at Faculty Affairs ([email protected]).
Consult with the Associate Dean for Faculty and Academic Affairs by email at least two weeks before any travel or purchase.
**Note: Only travel and the use of a corporate card require pre-authorization paperwork.*
When planning travel, please ensure it does not overlap with scheduled classes. If travel requires you to miss class time, you must obtain approval from the Associate Dean for Faculty and Academic Affairs by email. Your request should include the purpose and dates of travel, the specific class days affected, and a detailed plan for making up the missed class time.
After approval, prepare the “Travel Request” form for business travel and the “Pre-Authorization Expense and Payment” form for annual home leave travel. Research fund and purchase requests only require pre-authorization from the Associate Dean for Faculty and Academic Affairs; no paperwork is necessary. All forms are available on BambooHR under the Finance & Planning tab.
Please submit the completed form, along with all required supporting documents, to the Faculty Affairs at [email protected].
*Note: “Post-Travel and Emergency Reimbursement” form will not be accepted for pre-authorization requests. All expense transactions must occur only after the Pre-Authorization Request Form has been fully approved.
| Purpose | Form | Approval |
|---|---|---|
| Business Travel | Travel Request | (1) Up to KRW300,000 |
| : Requestor > Supervisor |
(2) Up to KRW2,000,000 : Requestor > Department Head | | Annual Home Leave Travel / Relocation | Pre-Authorization Expense and Payment Form | Requestor > HR > Department Head > ADFA | | Purchase Request / Research-Related Fund | Only need Pre-Authorization via email from your Supervisor | (1) Up to KRW300,000 : Requestor > Supervisor
(2) Up to KRW2,000,000 : Requestor > Department Head |
*Approval of up to KRW75,000,000 will need approval from ADFA
*Approval of above KRW75,000,000 or US$ Equivalent will need approval from the Campus Dean
For more details and assistance on your pre-authorizations, please contact the Faculty Affairs at [email protected].
The Office of Finance and Planning encourages all employees to familiarize themselves with the policies and procedures related to expense reimbursements as outlined in the official guidelines. We recognize that occasional transactions may fall outside the standard process and strongly advise discussing such transactions with our office BEFORE incurring the expense to avoid potential reimbursement issues. This guide has been prepared to address a few examples of unusual payment requests.
**Please note the following: