Research Administrator’s Forum Hilltop Campus February 14, 2003 Research Office & Sponsored Project Accounting

Meals Daily per diem rates are not allowable. WU reimburses meals based on actual costs. Receipts are required for individual meal costs >$30. Cost of individual meals (breakfast, lunch & dinner) must be broken out if total daily meal costs exceed $50.

Meals, cont. Additional justification/explanation should be provided when an individual meal cost charged to a sponsored project exceeds $50. Alcohol should be excluded from meal expenses. Alcohol is an unallowable cost on sponsored projects.

Other Employee Meals Must include names and travel report numbers for other WU employees included in meal costs of the traveler. Meal costs of other WU employees must be charged to BUOB 3601/3602 (employee travel) and not BUOB 3553 (social exp).

Airfare and Car Rental Airfare change fees should be documented and justified. The fee may be deemed an unallowable cost of the sponsored project. Insurance fees on rental cars (during domestic travel) will not be reimbursed. The insurance should be declined. Rental car upgrades should be documented and justified. The fee may be deemed an unallowable cost of the sponsored project.

International Trips Did the traveler utilize a US flag air carrier? Did the traveler utilize reasonable connecting locations (stl - london - paris). Exchange rates are documented at the time of exchange. Utilization of credit cards simplifies this process. Receipts clearly document goods/services.

Other Issues PI Approval - PI should sign travel reports involving his/her projects. Trainee Travel - Travel for trainees should be charged to BUOB Hotel - Itemized receipts for lodging must accompany the TR. Phone Calls - Phone charges for non-business calls should not be charged to a sponsored project.

Other Issues, cont. Consultant Fees - Payments for services rendered by consultants should be charged to BUOB 3000 (not 36##). Consultant Travel - Travel costs reimbursed to a consultant should be charged to BUOB 3003 (not 36##). Mileage - Federal mileage rate has dropped to $.36/mile, effective 1/1/03.

Basic Considerations Is the traveler paid from the project (during the period of travel)? How does the travel benefit the project? Was the trip taken within the project period? Did the trip period include vacation or personal time?

Research Administrator’s Forum Hilltop Campus February 14, 2003 Research Office & Sponsored Project Accounting