• It is the responsibility of the PI and department to:
  • ensure all expenditures follow University travel procedures or any specified terms and conditions of the respective award, such as federal travel requirements, and   
  • cover any travel costs above allowable rates. 
    
• Unallowable expenditures must be transferred to a non-restricted account.

Domestic Travel

See Business Services Travel Procedures

Foreign Travel

Some sponsors may require approval prior to foreign travel. Refer to and follow sponsor terms and conditions or policy statement. It is the responsibility of the PI and department to use a certified U.S.-flag air carrier. There are limited circumstances under which a foreign-flag air carrier may be permissible. There may be an Open Skies Agreement, or other bi/multi-lateral agreement(s) that meet the compliance requirements of the Fly America Act.  Refer to your sponsor terms and conditions/policy statement to ensure compliance. 

If U.S.-flag air carriers, or agreements as cited above, are unavailable for any segments, including emergency situations, such variance must be documented and retained by the PI/department. Such documentation may include a detailed note in GrizMart or via an attachment such as this Foreign Air Travel Certification or other descriptive document.

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 segment of flight.

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 and complete UM's International Travel Registry at least 30 days prior to departure. 

Non-Employee 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

Exceptions

Advances for Non-Employees

On rare occasions, a PI may need to request an advance for non-employees for federal 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.