Travel Expenditures on Sponsored Projects
This page serves as a central resource for travel-related information on sponsored projects; it is jointly maintained by the Office of Contracts and Grants (OCG) and the Campus Controller's Office (CCO).听
CU 麻豆影院 faculty, staff, and students often travel to support sponsored activities. Keep in mind:
- Reimbursable expenses: Travel costs must be necessary, reasonable, and compliant with University, federal, state, and sponsor policies and restrictions.
- Domestic vs. foreign travel: Travel expenditures must follow the Charging Travel Expenditures to Sponsored Projects guidelines unless more restrictive federal or sponsor rules apply.
- Department-specific rules: Some CU 麻豆影院 units may have additional requirements.
Travel on Sponsored Projects Processes
听听 At PROPOSAL stage, travel costs should be:
- Clearly identified and justified in the budget.
- Categorized as domestic or international travel when possible.
听听During the AWARD period:
- Sponsor approvals:Contact your Grant or Contract Officerif you are unsure whether sponsor approval is required before traveling.
- Booking travel: Follow your department鈥檚 procedures for costs. Ensure they align with University policies and allowable charges for sponsored projects (Charging Travel Expenditures to Sponsored Projects).
- International travel requirements:
- Fly America Act restrictions for U.S. carriers
- Office of Export Controls and guidelines for international travel.
- New travel needs: Follow campus procedures for budget deviations and revisions if new travel needs to be added.
- Documentation:听The Principal Investigator (PI) and their department must ensure all travel expenditures are appropriately documented and retained to support compliance.
Additional Considerations for International Travel
International travel on sponsored projects requires special attention, including approvals, allowable costs, and security considerations for property and equipment:
- Refer to OCG鈥檚 International Travel and Office of Export Controls International Travel webpages for detailed guidance..
- Consult the Office of Export Controls before traveling internationally .
- Follow the , which mandates use of U.S. carriers for federally funded travel with limited exceptions. Decision tools are available via OCG Fly America Act and 听resources. 听
University Policies & Procedures
The University of Colorado System and CU 麻豆影院 provide extensive guidance on travel. Adhering to these policies protects projects from financial, audit, and security risks. For international travel, additional risks related to property, equipment, and personal safety must be addressed.听
(see specifically , , , )
International Travel (travel tips and precautions)
External Resources听
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Sponsored Project Travel Restrictions
Unique to sponsored projects, travel expenses are subject not only to University and State requirements but also to Federal and Sponsor requirements. By we are required to follow the same policies and procedures for both federally- and non-federally-funded sponsored projects. CU 麻豆影院鈥檚 Cost Principles Policy and related procedural statements apply to all sponsored projects, regardless of funder. In cases where there are discrepancies in regulations, the most restrictive regulation applies.听
Travel expenses on sponsored projects are subject to University, state, federal and sponsor policies. Federal regulations require the same policies and procedures apply to both federally and non-federally funded projects (). Key principles include:
- CU 麻豆影院鈥檚 Cost Principles Policy and related procedural statements apply to all sponsored projects.
- When regulations differ, the most restrictive rule applies.
Travel Cost Requirements
For all travel costs on sponsored projects to be reimbursable, they must be:
- Allowable:听Compliant with federal and sponsor regulations.
- Allocable: Clearly associated with a specific project.
- Reasonable:听Reflecting what a 鈥減rudent person鈥 would pay under similar circumstances.
- Directly Beneficial: Providing a measurable benefit to the project.
- Consistent: Aligned with University travel policies, including Charging Travel Expenditures to Sponsored Projects.
- Well-documented:听Supported by receipts and records
- Timely: Travel must occur within the award鈥檚 period of performance.
Note: Prepaid travel costs cannot be charged to a project if the travel occurs after the project end date.
Many sponsors impose additional restrictions on travel. Common limitations outlined in award terms and sponsor guidance include:
- Prohibiting foreign travel: Federal Travel Regulations define foreign travel as any travel outside the U.S., its territories, and possessions. Sponsors may have their own definitions.
- Requiring pre-authorization by the sponsor for each trip.
- Restricting the number of trips or of travelers
- Setting a maximum dollar value per trip
- Specifying destinations or purposes (e.g., attending sponsor-hosted meetings).
- Limiting 听conference attendance: Attendance may be permitted for presenting research but not for general professional development.
- Capping meal, mileage, or other cost rates.