Title
Office of Sponsored Programs - 500.10 - Travel
Purpose
The University offers this operating standard to provide clarification and guidance as to University practices regarding expenditure inquiries regarding travel, in conjunction with Federal regulations governing allowability.
Policy Statement
Reimbursement of travel expenses is based on the allowability of the expenditure as determined by the terms and conditions of the award, in accordance with applicable regulations.
Travel expenses are usually considered allowable if authorized and in direct support of the project. All travel reimbursements for University and non-University employees are subject to State and University travel policies, except when the funder allows for higher rates or in cases when more restrictive policies and limitations are imposed by a specific award.
Federal travel regulations will apply when required by Federal contracts. This includes, among others, adherence to the Fly America Act, which mandates the use of a U.S. flag air carrier for air travel related to projects supported by Federal funds.
Travel expense and stipend payments made to participants from third-party vendors must be documented by the administering department. Documentation from the third-party vendor may include travel receipts or records detailing any factors and variables used to calculate stipend amounts.
Combined business and personal travel must be adequately documented. Documentation must provide support that the personal travel did not increase the total airfare expenses above the expenses that would have been incurred if the traveler had only performed business-related travel.
Exclusions
State and Federal definitions of foreign travel sometimes differ. The State of North Carolina considers all travel outside the contiguous 48 states to be foreign travel. The Federal definition may be less restrictive.
I. Foreign Travel
To facilitate the review, justification, and approval of foreign travel requests, a copy of the meeting brochure or letter of invitation to travel must be attached to the request.
Some Federal agencies have delegated approval of foreign travel to the University. The Office of Sponsored Programs (OSP) can assist departments in identifying agency-specific requirements.
II. Travel Requiring Sponsor Prior Approval
Foreign Travel
Failure to adhere to the approved itinerary can result in delayed reimbursement, pending the sponsor's approval of the changed itinerary. If the change is not approved, associated costs will not be reimbursed to the traveler. Additionally, U.S.-flagged air carriers should be used whenever possible.
Travel by Individuals Not Paid For by Sponsored Funds
Without an explanation on file to establish the individual’s involvement in, and contribution to, the project, Federal auditors may question the propriety of such travel.
Related Requirements
Unit Policies, Standards, & Procedures
Contact Information
For questions regarding this operating standard and its related procedure, please contact SponsoredPrograms@unc.edu.
For questions regarding Pre-Award management or Post-Award administration, please contact the assigned Sponsored Projects Specialist (SPS).
For invoicing, reporting and other financial matters, please contact the assigned Sponsored Projects Accountant. OSP Staff assignments are found in RAMSeS or on the OSP website.
History
History Table
| Date |
Description |
| 07/01/2022 |
Revised to reflect new office name. |
| 12/04/2020 |
Revised to clarify documentation requirements from third-party vendor payments and business/personal travel. |
| 05/15/2018 |
Revised to coincide with the release of the new OSP Website. |
| 03/12/2014 |
Revised to reflect that funders may allow higher rates for reimbursement than State and University travel policies. |
The operating standards in the Office of Sponsored Programs Operating Standards & Procedures Manual supersede any OSP operating standards, procedures and appendices previously included in the University Business Manual, a publication of UNC-Chapel Hill’s Division of Finance.