Faculty Regalia Reimbursement
Policy on Faculty Regalia Reimbursement
To encourage faculty participation in Commencement activities, the college will permit faculty members to request reimbursement for the purchase of academic regalia using their R&PD funds, provided they commit to attending the college’s diploma ceremony in at least two of the following three commencements and subsequent years upon request.
For those who do not want to purchase regalia, the college will continue to reimburse rental academic regalia through an approved vendor. The College will not reimburse dry cleaning costs for regalia.
Departments are encouraged to have at least 25% of their regular faculty present at each diploma ceremony to ensure robust representation.
Eligibility
- All regular faculty members are eligible to apply for regalia reimbursement under this policy.
- Faculty must have sufficient R&PD funds available to cover the cost of the regalia.
Procedure
Commitment Declaration
Faculty members must submit a written declaration of their commitment to attend at least two out of three of the upcoming diploma ceremonies and subsequent years upon request. This declaration should be submitted to their department chair.
Order Process
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Notre Dame Regalia
- Notre Dame regalia must be purchased through the preferred vendor, Oak Hall Cap & Gown.
- Fill out and email the order form to Tricia Aschenbrenner, Tricia.L.Aschenbrenner.5@nd.edu.
- The deadline to order custom regalia is March 7, 2026. Any orders placed after March 7 will not be guaranteed to arrive in time for commencement. Save the itemized reciept for reimbursement process.
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Regalia from other colleges/universities
- Purchase regalia through the bookstore associated with your alma mater.
- Save the itemized reciept for reimbursement process.
Regalia Purchase
- Faculty members may purchase academic regalia and should do so no earlier than the January preceding the first College diploma ceremony they plan to attend.
- Receipts must be retained for reimbursement purposes.
- Regalia purchases are taxable because attendance at commencement is not mandatory for all faculty members.
Verification and Reimbursement Request
- At the end of the academic year, participation in diploma ceremonies will be verified by the Dean’s office.
- After the diploma ceremony, faculty must submit a reimbursement request through the standard R&PD funds process in Concur listing the director of finance as an approver.
- The request must include: a) Proof of regalia purchase or rental (e.g., receipts or invoices), and b) A copy of the approved commitment declaration.
Conditions
- This reimbursement policy applies only to regalia required for college diploma ceremonies.
- Faculty must have sufficient R&PD funds available to cover the expense.