Q10. How do I charge travel to my grant?
Travel on sponsored projects is processed exactly the same way as for any University travel only you would use the grant fund number. Contact your Departmental Administrator or Chair to verify your internal departmental procedures. The following are general steps. Procedures may vary by department.
First, make sure the travel is allowed by the grant. Foreign travel, especially, may have to be pre-approved.
If the award is federal, be sure you only use US Flag Carriers for your transportation. You may not be able to get costs reimbursed if a non-US Carrier is used. Cost is not a consideration for use of US Carriers. You must use the US Carrier except under very specific guidelines, regardless of cost savings. Check with your OGC contact if you have questions about this requirement or any other travel restrictions for your award. See the US Carrier requirements on the OGC training site.
You cannot charge first class rates to a sponsored project. If first class rates are charged, the difference between coach and first class must be charged to a non-sponsored fund or the traveler.
You cannot charge costs of the travel to the grant fund if the travel is not completed prior to the grant budget end date. Pre-paying costs, from the grant, for travel after the end date is not allowable.
You cannot charge costs of travel to the grant fund if the travel is for someone not directly working on the grant or performing activities directly related to the grant program. Costs related to accompanying family members may not be charged to the grant fund.
You cannot charge entertainment costs, personal costs (such as souvenirs, video rentals, tours, etc.) or alcohol to the grant fund.
Most grant funds prohibit the payment of dues/membership fees even if associated with attendance at a conference. Membership/dues fees are considered a personal expense and only the registration fee and other direct costs of the travel can be charged to the sponsored project.
As needed, get prior approval to travel from your Chair and Dean or other institutional office before incurring any costs. International travel may require prior approval of the Provost or appropriate Vice Chancellor or Chancellor. International travel may also be prohibited or require special prior approval from the sponsor.
The Travel Office website will have up-to-date information on mileage, per diems, policies, etc. and will have the Travel Reimbursement Form that you must use to get reimbursed. Contact your Departmental Administrator if you need assistance in completing the form. Some awards may have stricter rate restrictions and you may not be able to charge all of your costs to the sponsored project.
Keep all of your receipts while you travel. Whenever possible, use your unit's ProCard for plane tickets and registrations and remind your administrator and all travelers to charge the grant on a timely basis. Late cost transfers or requests for reimbursement from the sponsored project may not be allowed; even if the cost would have been allowable if processed in a timely manner.
If using ground transportation, a state car should normally be requested. Check the Travel Office website for appropriate use of a private car and mileage rate when a state vehicle is not requested or available. You may not be able to be reimbursed for personal car usage if appropriate procedures are not followed.
Keep your boarding passes and used tickets for your flights; they must be included with your reimbursement form.
Get an itemized receipt from your hotel that shows as fully paid. Normally ProCards cannot be used for hotels or meals so you will have to pay this yourself and get reimbursed.
Upon returning, complete the travel form as soon as possible. The appropriate unit administrator(s) will need to approve and sign the form and it will be forwarded to the Travel Office for processing. Travel over 30 days old cannot be reimbursed without a written justification. Travel reimbursement requests in excess of 60 days old may be denied by either the Travel Office or OGC.
Reimbursements will be issued by the Travel Office.
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