It depends...
Can I charge this travel cost to my sponsored project?
Travel and related travel costs must be necessary to fulfill the research objective of the project and must directly benefit the project.
Expenses incurred for travel must be reasonable and follow University, Federal, State, and Sponsor regulations and restrictions as well as documentation requirements.
Below are yes, maybe and no answers related to various aspects of sponsored projects travel. For all travel costs:
- Costs must be allowed and preapproved per university (campus and individual department/unit) and sponsor rules and regulations
- Receipts must be collected as required according to CU Procurement Services Center policy
- Documentation of costs (any forms, receipts) must be saved in Concur or Marketplace and/or department records for six years
* Items marked with an asterisk are specific to sponsored projects and differ from the University’s non-sponsored projects procurement regulations for travel.
General
YES
- Travel costs preapproved by sponsor and University (best practice to use CCO’s Sponsored Research Travel Authorization Form* and follow Concur requirements as well as any department/unit travel rules), with travel completed before project end date for CU employees and non-employees (including unpaid project collaborators and consultants)
- Travel costs related to field work, data collection, conferences, official functions
- Allowable travel costs with, as required, receipts (follow PSC requirements) and justifications
MAYBE
- Travel costs without preapproval from sponsor and University (best practice to use CCO’s Sponsored Research Travel Authorization Form*)
NO
- Prepaid travel costs charged to a project for travel after the end date of the project
- Additional travel costs incurred because of illness (eg, quarantine, extension of stay due to illness)
- Travel costs that are disallowed by the sponsor
- Travel costs lacking required documentation, approvals and justifications
Transportation
YES
- Domestic, least expensive airfare consistent with Fly America Act
- International airfare consistent with Fly America Act, including charter flights*
- Baggage fees
- Rental cars at least expensive compact car rate. See Car Rentals
- Taxi, Uber, Lyft
- Mileage and parking, both local and not local, including for intra-campus meetings
- Other transportation – snowmobile, jon boat, bike, pack animals but budget and expense as Other Direct Costs and not Travel
MAYBE
- Airfare other than least expensive is unallowable unless least expensive airfare unduly prolongs the trip, requires travel at unreasonable hours, increases the routing, or adds costs that offset the airfare savings
- International flights that do not abide by the Fly America Act with justification and documentation, including the Fly America Act Waiver*
- Business-Class or First-Class Airfare is unallowable except for travelers whose medical needs require these accommodations. Analyzed by the university on a case-by-case basis and require a doctor’s statement.
- Rental cars at more than least expensive compact car rate if justified, such as for multiple travelers, to accommodate a medical disability, to transport equipment and/or materials
NO
- Transportation costs for retreats and interdepartmental meetings*
Lodging
YES
- Lodging at hotels, motels
- Lodging through Airbnb and VRBO with rates that are comparable to single-room occupancy rates of nearby hotels
- Camping fees
MAYBE
- Lodging and meal costs are generally unallowable for meetings and conferences attendance that do not disseminate information beyond collaborators working on the same project, but these costs are allowable if attendance is required by the sponsor*
NO
- Lodging and meal costs for retreats or intra-campus or interdepartmental meetings that do not disseminate information beyond collaborators working on the same project*
- Lodging and per diem reimbursement for local travel
Meals
YES
- Meals (refer to CCO’s Meal Handout) that follow per diem standards with receipts* while on travel status or for day trips lasting longer than twelve hours
- Meals for non-employees based in Boulder that reflect a reasonable subsistence allowance (rather than per diem rates) if necessary for the project with receipts
- Fair wage and wellness fees charged by restaurants within the University 20% allowance for tips
MAYBE
- See Lodging
NO
- See Lodging
Non-employee Travel
YES
- Collaborator and consultant travel costs, consistent with all travel regulations, paid directly by the University or paid directly by the collaborator and consultant
- Participant support travel costs: Travel and subsistence costs are allowable if necessary for the project in connection with conferences or training costs and properly documented. Typically, budget as Participant Support and not Travel Costs, as required by the sponsor.*
MAYBE
- N/A
NO
- N/A
Dependent Care
YES
- N/A
MAYBE
- Travel costs for dependents unless the travel is for six months or more and has sponsor prior approval. Allowable for specific programs that include this cost as part of the award.
NO
- Temporary Dependent Care: Federal standards allow these costs only when provided for all qualified employees of the university. CU Boulder does not have such a policy, therefore these are unallowable costs to a project.
Insurance
YES
- N/A
MAYBE
- Insurance coverage for rental cars – Limited, secondary insurance coverage is provided by Visa when using your CU US Bank Travel Card under certain terms and conditions. Costs for insurance covered by the US Bank Travel Card is not an allowable expense. Insurance for country-specific compulsory auto insurance may be allowable.
NO
- International medical and evacuation insurance for University employees – CU employees are covered through GeoBlue
- Property insurance – The University’s insurance program covers property owned or leased by the University. Insurance for personal property is not allowable.
- Student Travel Health Insurance - Required by CU's International Travel office for student travel. Costs are not allowable because they include a CU administration fee.
Other Costs
YES
- Visas
- For 100% remote employees with effort/salary charged to a sponsored award, travel expenses for up to 2 trips per calendar year to attend a required event or meeting on the Boulder campus, including air or ground travel to the Boulder campus, lodging (if needed), on-campus parking and/or mileage and tolls.
MAYBE
- N/A
NO
- Alcohol
- Passport fees
- Fees to expedite visa processing
- Travel costs incurred because of cancellation of trips, including change fees to use an existing airfare credit, unless allowed by award terms and conditions and/or federal regulations for national or disaster emergencies*
- CU Boulder's International Education's International Travel Registration fee for student travel - Costs are not allowable because they include a CU administration fee.