Research Travel Information Session Office of Research Finance Research Finance Training and Compliance Team Spring 2018

FORMAT General Reminders for Travel Claims Cost Comparisons Common Questions and Tips Resources Your Questions Bring us your travel plans for guidance specific to your situation Research Travel Information Session

GENERAL REMINDERS In absence of specific sponsor policy UW Policy 31 is applied Where travel is an allowable expense, costs in direct support of the objectives of the research grant are eligible for reimbursement Traveler’s affiliation is required E.g. Grad Student, Research Assistant, Visiting Researcher For conference travel attach the Prospectus Including conference overview and daily agenda It is generally accepted to arrive the day before and depart the day after the reason for the travel. An additional arrival day may be acceptable for long haul travel in some circumstances but will require written justification Travel advances are available to minimize financial burden Research Travel Information Session

TRIP PURPOSE – TRI-AGENCY Must describe how the travel is directly related to the grant State what the travel was (circumstance) and provide the reason it is necessary for the research funded by the grant E.g.: Attended a conference on xxxx which is relevant to my grant because I plan to incorporate xxxx into my research on xyz For collaboration also include the name(s) and location(s) visited and how the collaborator is involved with the research Meeting agendas or invitations can be used as supporting documentation When travel is for multiple purposes an expanded trip purpose is required E.g. when attending a conference followed by collaboration See our site for more information and samples Research Travel Information Session

WHEN ARE COST COMPARISONS NEEDED? When the duration of a trip has been lengthened or otherwise altered to take advantage of cheaper transportation options E.g. Claimant flew to conference an additional day earlier to get lower airfare E.g. Claimant drove to Michigan to get lower airfare Comparison considers savings vs. all incremental costs (additional accommodation, meals, mileage etc.) Premium Economy flights Tri-Agency allows if it is lowest economy available or if traveler has justifiable reason (e.g. health) that other economy fares are unsuitable Provide cost comparison of flight options to document fares and availability Research Travel Information Session

WHEN ARE COST COMPARISONS NEEDED? When travel destinations or expenses are impacted by non-research activities E.g. Attended conference in Spain and then flew to Italy for vacation before returning Comparison is round-trip flight to conference destination E.g. Claimant rented a minivan instead of a car, or stayed in a suite instead of single occupancy due to traveling with family Comparison is against what would be appropriate for a single traveler When personal vehicle is driven more than 500km (one-way) to destination rather than flying E.g. Claimant drove to Quebec City because it is more cost effective than flying (comparison between costs of driving vs. flying) Research Travel Information Session

COST COMPARISONS DOCUMENTATION Cost comparison must be attached to the claim Screenshots or quotes obtained from travel agent Include all impacted costs Most important is to obtain cost comparison at time of booking Reimbursable amount is the lesser of the amount incurred and the amount that would have been incurred had the non-research portion not taken place See our site for more information Research Travel Information Session

COMMON QUESTIONS & TIPS Combining Research & Personal Travel Be sure that trip purpose clearly states which days and activities are research-related versus personal Best practice is to use the per diem calculator that allows for daily tracking to identify the activity of research-work days versus personal days Eligible expenses include those: Directly related to the grant-funded research Incurred for the time period required to be traveling for research Incurred for research personnel Cost comparisons will usually be required Research Travel Information Session

COMMON QUESTIONS & TIPS Shared Expenses Best practice is to NOT share expenses Individuals should pay their own expenses and request individual receipts wherever possible The individual who incurred the cost will be reimbursed When shared or if cost relates to additional traveler’s the payee claims the entire amount and includes: Description of the situation Other traveler(s) affiliation Include comment on other traveler’s claim if applicable Travel advances are available to cover incurred or anticipated costs Research Travel Information Session

COMMON QUESTIONS & TIPS Per Diems Allowable when sponsor specifically allows per diems or does not prescribe a meal policy UW policy states maximums; sponsor amounts supersede this Cannot be claimed for another person, for hospitality purposes, or when meals are included on a hotel bill Partial per diems may be claimed where appropriate and approved by PI This may be helpful for students in place of actual meal receipts See our site for more information Finance has created useful per diem calculator tools Research Travel Information Session

Research Travel Information Session

Resources Information For Students Contains most relevant information for students; can be provided to students in advance of travel Optional form; not to be submitted with claims On Research Finance website Research Travel Information Session

Resources Quick Reference Tool Resource for use during preparation / review of claims Optional form; not to be submitted with claims On Research Finance website Research Travel Information Session

Resources Travel Claim Information Optional Documentation Aid Affiliation Purpose Prospectus Optional form to attach to travel claims On Research Finance website Research Travel Information Session

RESOURCES Office of Research website – Manage Funding UW Policy 31 Travel Information Research Finance Compliance Samples Tools: Information for Students, Quick Reference Tool, Travel Claim Information Tool UW Policy 31 UW Guidelines for travel expenses Per diem calculator tools Tri-Agency Use of Grant Funds Research Travel Information Session

CONTACTS Bill Jennings - (Manager, Colleges) x30543 bill.jennings@uwaterloo.ca Lakshmi Shankar - Math & Arts (other than those managed by Tracey) x33707 lshankar@uwaterloo.ca Nancy Oldford - Science and IQC x38285 nancy.oldford@uwaterloo.ca Tracey Stone - Engineering & Arts (Psychology, Religious Studies, Sociology, Spanish) x32300 tracey.stone@uwaterloo.ca Nina Ilic - Environment & AHS x39387 nnilic@uwaterloo.ca Research Travel Information Session

Unit4 Research Reporting