Sponsor regulations vary with regard to travel. Not all sponsors allow travel, and those that do may have restrictions on the use of travel funds, particularly for foreign travel. It is important to consult with the sponsor guidelines.
Travel must support the aims of the proposed project. Examples of travel costs that would normally be included as in the project budget are: trips to a co-principal investigator or contractor's facility, trips to appropriate scientific meetings or conferences, and trips to collect field data. Travel should correspond with effort for the project, whether it is direct charged or voluntarily cost shared during the effort reporting period of the travel.
The travel budget is presented on a cost basis, typically using University per diem rates and airfare quotes. University of Arizona per diem rates are available in the Financial Services Manual, Section 14.13 Meals and Per Diem. The U.S. General Services Administration website has a searchable database of per diem rates across the United States.
When preparing the budget, list each proposed trip individually, including:
- Purpose of the trip and its relevance to the project
- Destination of each trip (if known)
- Number of individuals on each trip and
- Estimated cost
The estimated cost should normally include the cost of airfare and other modes of transportation, the number of days of per diem, and ground transportation, in accordance with University policy.
Travel expenses for non-University personnel should not be budgeted as travel but should be budgeted as consultant costs, subrecipient costs, or other direct costs, as appropriate.
The University of Arizona's policies and procedures for international travel are available on the Financial Services Office website. The Global Initiatives site also provides information on completing foreign travel.
- Policy and Procedure
- Registration and Resource Portal
- Insurance and Assistance
- Defense Base Act Insurance
- U.S. State Department Travel Warnings & Alerts
When calculating your budget, is important to consider the “Fly America Act”. The Act requires that all travelers using federal funds use United States air carrier services for all air travel that is funded by the United States Government. One exception to this is transportation provided under an “Open Skies Agreements”. Information on these agreements is available on the GSA Fly America Act website. The Fly America Waiver Checklist can be used to determine when it is acceptable to bypass the requirements of the act.
2 CFR §200.474 Travel Costs, outlines the policy for travel on Federal grants.
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