POLICIES & PROCEDURES
Travel under a Sponsored Program at Florida Atlantic University 98-01
General Information
Travel related to the scope of work is an allowable expense under most sponsored programs. International travel and travel to general scientific meetings may be unallowable without prior sponsor approval. Consult the award document and Sponsored Programs for specific restrictions. Only persons with appointment to an award are permitted to be reimbursed for travel expenses unless written (internal) justification is provided. Also, reimbursement for first-class air fare requires sponsor approval in most cases.
All travel reimbursements, both to University and non-University employees, are subject to State Travel Regulations (Florida Statutes Chapter 112.061, entitled "Per diem and travel expenses of public officers, employees, and authorized persons.")
Foreign Travel
Most awards require prior approval from the sponsoring agency for foreign travel. Further, the definition of foreign travel varies from sponsor to sponsor. Government policies for foreign travel dictate that U.S. flag carriers must be used except when exceptional circumstances make it impossible to carry out the purposes of the work effectively without the use of foreign carriers. If the use of foreign carriers is essential to accomplish the purposes of the trip, written justification must be provided by the traveler.
If you have any questions about a sponsor's policy for foreign travel, please contact Sponsored Programs.
University Travel Authorization and Request (TAR) Procedure: The TAR for international travel must be endorsed by the Department Chair and College Dean before it is sent to the Provost's Office for review. If the chargeable account is to a Sponsored Programs Account, the Provost's Office will forward the TAR to SP for review.
Domestic Travel
Most sponsors permit domestic travel related to the scope of work. Each sponsor, however, defines domestic travel differently. Consult SP with questions concerning domestic travel.
University Travel Authorization and Request (TAR) Procedure: Follow the same procedures used for your departmental E & G funds.
Local Travel
Local travel by privately-owned vehicles related to the scope of work is an allowable expense on most sponsored programs. The current mileage rate is 44.5 cents/mile.
University Travel Authorization and Request (TAR) Procedure: Follow the same procedures used for your departmental E & G funds.
Grants/Contracts Preparation
Proposal Stage:
Travel costs will appear as a direct cost in the FAU budget. The need for domestic, foreign, and local travel must be justified in the narrative.
Post Award Stage:
Follow the University general travel procedures for authorization and reimbursement for expenses.
Send comments to Camille Coley or Penny Ashwanden
Prepared 8/97
Updated July 2006 by Dianne Parkerson
