Travel Expenditures on Sponsored Projects
This page serves as a central resource for travel-related information on sponsored projects; it is jointly maintained by the Office of Contracts and Grants (OCG) and the Campus Controller's Office (CCO).
ɫƵ faculty, staff, and students often travel to support sponsored activities. Keep in mind:
- Reimbursable expenses: Travel costs must be necessary, reasonable, and compliant with University, federal, state, and sponsor policies and restrictions.
- Domestic vs. foreign travel: Travel expenditures must follow the Charging Travel Expenditures to Sponsored Projects guidelines unless more restrictive federal or sponsor rules apply.
- Department-specific rules: Some ɫƵ units may have additional requirements.
Travel on Sponsored Projects Processes
For detailed information about processes related to sponsored projects travel, see Charging Travel Expenditures to Sponsored Projects, Section III. C. Process.
At PROPOSAL stage, travel costs should be:
- Clearly identified and justified in the budget.
- Categorized as domestic or international travel when possible.
During the period of performance of an AWARD:
- Sponsor approvals:Contact your Grant or Contract Officerif you are unsure whether sponsor approval is required before traveling.
- Booking travel: Follow your department’s procedures for costs. Ensure they align with University policies and allowable charges for sponsored projects (Charging Travel Expenditures to Sponsored Projects).
- International travel requirements:
- Fly America Act restrictions for U.S. carriers
- Office of Export Controls and guidelines for international travel.
- New travel needs: Follow campus procedures for budget deviations and revisions if new travel needs to be added.
- Documentation:The Principal Investigator (PI) and their department must ensure all travel expenditures are appropriately documented and retained to support compliance.
Additional Considerations for International Travel
International travel on sponsored projects requires special attention, including approvals, allowable costs, and security considerations for property and equipment:
- Refer to OCG’s International Travel and Office of Export Controls International Travel webpages for detailed guidance..
- Consult the Office of Export Controls before traveling internationally .
- Follow the , which mandates use of U.S. carriers for federally funded travel with limited exceptions. Decision tools are available via OCG Fly America Act and resources.
University Policies & Procedures
The University of Colorado System and ɫƵ provide extensive guidance on travel. Adhering to these policies protects projects from financial, audit, and security risks. For international travel, additional risks related to property, equipment, and personal safety must be addressed.
(planning tools, insurance and travel assistance)
International Travel (travel tips and precautions)
Travel-Related External Information & Resources
Sponsored Project Travel Restrictions
Unique to sponsored projects, travel expenses are subject not only to University and State requirements but also to Federal and Sponsor requirements. By we are required to follow the same policies and procedures for both federally- and non-federally-funded sponsored projects. ɫƵ’s Cost Principles Policy and related procedural statements apply to all sponsored projects, regardless of funder. In cases where there are discrepancies in regulations, the most restrictive regulation applies.
By federal policy, all travel costs on sponsored projects must be:
- Allowable under federal and sponsor regulations
- Allocable to the project: Expenses can be associated to a project with a high degree of accuracy
- Reasonable such that costs reflect what a “prudent person” would pay in a like circumstance
- Providing a direct benefit to the project
- Consistent with University travel policies (Charging Travel Expenditures to Sponsored Projects)
- Well-documented (Department Responsibility for Receipts)
- In support of travel completed within the period of performance of the project
- Prepaid travel costs cannot be charged to a project if actual travel occurs after the end date of a project.
Sponsor restrictions on travel also apply. Common sponsor restrictions, which can be found in award terms and conditions and sponsor guidance, include:
- Prohibiting foreign travel **While some sponsors may define domestic and foreign travel differently, the Federal Travel Regulations consider foreign travel to include any travel outside the US and its territories and possessions.
- Requiring pre-authorization by the sponsor for each trip
- Restricting number of trips that can be taken or number of travelers
- Setting a maximum dollar value per trip
- Limiting travel to a specific destination or purpose, such as travel to sponsor hosted meetings
- Allowing attendance to a conference to present research, but not for the purpose of “staying current in the field”
- Specifying maximum meal, mileage or other cost rates