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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. Research Travel Information Session

12. 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

13. 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

14. 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

15. 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

16. CONTACTS Bill Jennings - (Manager, Colleges)
x30543
Lakshmi Shankar - Math & Arts (other than those managed by Tracey)
x33707
Nancy Oldford - Science and IQC
x38285
Tracey Stone - Engineering & Arts (Psychology, Religious Studies, Sociology, Spanish)
x32300
Nina Ilic - Environment & AHS
x39387
Research Travel Information Session

17. Unit4 Research Reporting