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Travel reimbursement policy and instructionsDownload the Travel Expense Voucher form (Excel file). 1) Expenses of authorized travel for AIP will be reimbursed upon receipt of a properly prepared Travel Expense Voucher signed by the claimant and approved by an appropriate AIP supervisor or manager. Travel for federal grant activities must comply with OMB Circulars A-110 and A-122 and other federal legislation; however, all travel expenses (grant and non grant) must conform to the account coding instruction detailed in item 12 below. Foreign grant travel is defined as any travel outside Canada and the United States and its territories and possessions. Foreign grant travel costs are allowable only when the travel has received prior approval by the granting agency. In addition, foreign grant travel (including to Canada) must comply with the Fly America Act (see. Federal Register / Vol. 63, No. 219 / Friday, November 13, 1998 / Rules and Regulations, http://osr.unc.edu/documents/federal_travel.pdf). 2) All pertinent information should be supplied on the expense voucher including:
Unusual circumstances that affect the travel expenses should be fully explained (attach a separate sheet if necessary). 3) When travel benefits more than one cost objective an allocation of charges is required and must be documented explaining the rationale for the allocation. 4) When an AIP American Express Corporate Card is used, the traveler should list the expense in the upper part of the Voucher in the appropriate date and line block. Such expense should also be listed in the AMEX CHARGES - AIP CORP ACCOUNT section, with the name of the vendor as shown on the customer copy of the charge receipt. The total in the AMEX CHARGES - AIP CORP ACCOUNT section should be carried forward to Line 11 of the travel expense voucher. 5) A claim for air travel should normally not exceed the lowest available air fare. Intercontinental trips may be upgraded to business class and must be pre-approved by an officer. When reimbursement is claimed for more than economy or coach fare, a statement of the reason(s) for the excess expenditure must accompany the Voucher. First class air travel normally may not be charged to federal grant (see # 12). 6) Reimbursement for the use of rented automobiles will be made only if circumstances make it impossible or impractical to use public transportation, or if the cost of the rental car is less than the cost of public transportation (for instance, with group travel). 7) Automobile usage is authorized for local travel (to an airport, for example). It is also authorized for longer distance travel only if the mileage charge plus related tolls, parking, and subsistence is less than the cost of public transportation. 8) Subsistence costs are to be claimed on the basis of actual, itemized expenditures unless a per diem arrangement has been preapproved. The traveler is expected to select medium priced hotels and restaurants and to be generally prudent in controlling travel costs. Any out of the ordinary expenditures must be justified by a statement accompanying the Voucher. 9) Telephone calling cards issued by AIP should be used first, then personal cell phones, to avoid excessive hotel phone charges. 10) Personal expenses such as laundry (except if on travel for more than seven consecutive days), travel insurance, valet services, and movies may not be claimed. 11) Travel advances must be accounted for on the voucher in the space provided. Travel costs in excess of advances will be reimbursed. In case the advance was greater than the travel costs, the traveler must attach a check when submitting the Voucher. 12) Documents to be attached include:
Travel expenses classified as unallowable in OMB Circulars A 110 (paragraph 27) and A-122 13) Unallowable travel costs include:
The expense, if allowable must also be reasonable. 14) Submission of the Travel Expense Voucher to the appropriate party for approval within five days of incurring expense:
AttachmentsOMB Circular A 110, Paragraph 27, (allowable costs referenced in item 12 above): 27. Allowable costs. For each kind of recipient, there is a set of Federal principles for determining allowable costs. Allowability of costs shall be determined in accordance with the cost principles applicable to the entity incurring the costs. Thus, allowability of costs incurred by State, local or federally-recognized Indian tribal governments is determined in accordance with the provisions of OMB Circular A-87, "Cost Principles for State, Local, and Indian Tribal Governments." The allowability of costs incurred by non-profit organizations is determined in accordance with the provisions of OMB Circular A-122, "Cost Principles for Non-Profit Organizations." The allowability of costs incurred by institutions of higher education is determined in accordance with the provisions of OMB Circular A-21, "Cost Principles for Educational Institutions." The allowability of costs incurred by hospitals is determined in accordance with the provisions of Appendix E of 45 CFR part 74, "Principles for Determining Costs Applicable to Research and Development Under Grants and Contracts with Hospitals." The allowability of costs incurred by commercial organizations and those non-profit organizations listed in Attachment C to Circular A-122 is determined in accordance with the provisions of the Federal Acquisition Regulation (FAR) at 48 CFR part 31. OMB Circular A 122, Attachment B (selected travel items referenced in item 12 above):
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