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. 

2 CFR §200.474 Travel Costs, outlines the policy for travel on Federal grants.

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

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.

UArizona travel policy:

Foreign Travel

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.


Fly America Act

Travel costs on federal sponsored awards must adhere to the Fly America Act. The Fly America Act is a federal regulation that requires travelers to use United States air carrier services when the travel is federally funded.

Information and circumstances for exceptions is available on the Fly America Act website. The Fly America Waiver Checklist can be used to determine when an exemption is possible. 

Travelers are responsible for compliance. If a non-compliant air carrier is used, travelers and/or the department may not be reimbursed from the federal award. The traveler and the department will have to determine whether non sponsored funds are available for reimbursement. 

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