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Travel on Sponsored Projects

  • All expenditures must follow terms and conditions of the respective award.
  • If funds are inadequate to cover travel expenses, it is the responsibility of the PI and department to cover such costs.
  • Unallowable expenditures will be transferred to a non-restricted account.

I. Domestic Travel

See Business Services Travel Procedures

II. Foreign Travel

It is your responsibility to show proof that you are using a certified U.S. air carrier.

Follow sponsor terms and conditions. Some sponsors may require approval prior to foreign travel.

If working with a travel agent for foreign travel, be clear that you are required to use U.S. flag air carriers for your entire flight, if possible. Not all airline affiliates are certified U.S. flag air carriers. If any given leg of your flight does not use a U.S. flag air carrier, your travel agent should be able to verify that no U.S flag air carrier is available for that leg of flight.  Document this information for your files. For a list of certified air carriers, go to U.S. Air Carrier International Route Authority, Carrier Report.

Complete the Foreign Air Travel Certification, following the instructions on the form. This certification is required by the federal Fly America Act.  Please keep this documentation for your files as it is your responsibility to demonstrate compliance.

Reference: Federal Travel Regulations, Chapter 301 Subchapter B, U.S. Flag Air Carriers (section 301-10.131 through 301-10.143)

See Business Services Travel Procedures

III. Third Party Travel

(Guest speakers, etc.)

The same procedures will be followed as outlined in Foreign Travel, except the RAT form is not necessary.

See Business Services Travel Procedures

IV. Exceptions

Advances for Non-UM Employees

On rare occasions, a PI may need to request an advance for non-UM employees for per diem allowance.

The PI completes a Federal Per Diem Advance form:

  • If payee is a U.S. citizen and requires payment via check, allow six working days for processing and provide a W9. ORSP completes a Miscellaneous Paid Out voucher at Treasury, noting if a check needs to be issued, and the expenditure is coded directly to the sponsored program index, account number 62498 (Non Employee Out of State) or 62497 (Non Employee In State).
  • If  pay out is cash, allow a minimum of three working days before cash is needed.  ORSP completes a Miscellaneous Paid Out voucher at Treasury, coding to 1904 Misc Advance. Cash is given to the PI (or designee), and the PI is then responsible to disburse to the individuals as appropriate per the terms and conditions of the sponsored activity. Individuals must sign for the cash on the ORSP Participant Support Payment Documentation form which is then submitted to ORSP to clear the 1904 Misc Advance and expense to the grant. 

Other Advances

Similarly, on rare occasions, a PI may need to request an advance for ground transportation or entry to events.  The PI will complete a Cash Paid Out Request Form and route to ORSP for approval, allowing a minimum of three working days before the cash is needed.  ORSP completes a Miscellaneous Paid Out voucher at Treasury and codes to 1904 Misc Advance.  Cash is given to the PI (or designee), and the PI is then responsible to disburse to the individuals as appropriate per the terms and conditions of the sponsored activity.  Individuals must sign for the cash on the ORSP Participant Support Payment Documentation form which is then submitted to ORSP to clear the 1904 Misc Advance and expense to the grant.  Receipts are required.