Travel

Guideline Charge

Travel Costs on federally funded contracts and grants

Purpose

The following guideline outlines the allowable costs for grants, contracts, and subawards at the University of Texas at Dallas (UTD). The policy is in collaboration of the Allowable Cost Policy, The University of Texas Travel Policy, and The Office of Management and Budget Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance) 2 CFR 200 200.474.The Cost Accounting Standards (CAS) and OMB Uniform Guidance provide the basic criteria to determine allowability of travel.

Guideline Statement

Travel is allowable as a direct cost when it provides direct benefit to the project. The terms and conditions of the individual agreement should be reviewed prior to incurring and/or processing any travel cost. When there is a conflict between university policy and award requirements, the most restrictive policy applies.

Guidelines forTravel

Proposal/Budget

Domestic Travel

Domestic travel is travel performed within the recipient’s own country. For the U.S., it includes travel within and between any of the 50 States of the U.S. and its possessions, territories, Canada and, in most cases Mexico.

Foreign Travel

Entertainment/Side trips

Entertainment costs are not reimbursable.

Meals/Alcohol

Lodging

Car Rental

Documentation

The Office of Post Award Management requires all paid original merchant receipts or invoices issued by the supplier or service provider to document and substantiate the business transactions. A digital image of the original receipt is allowable, provided that it is legible and the paper receipt is destroyed.

Policy Links

Procurement Management – Travel Management

Uniform Guidance 2 CFR 200

Allowable Cost on federally funded Contracts and Grants

The University of Texas at Dallas Expenditure Policy (UTDBP3097)

OMB Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance)

The Cost Accounting Standards (CAS)

The Office of Sponsored Projects

Issued: June 2015