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Researcher's Handbook
Section 10
Travel on Sponsored Projects
General Guidance
Most sponsors will cover reasonable and necessary travel costs incurred by the project personnel for travel that is directly related to the activity being funded.
All travel and travel reimbursements shall follow the UF Travel Directives and Procedures.
Another great resource is the UF Traveler's Brochure which walks you through the UF travel procedures.
All travel should be approved in advance. A formal travel authorization (TA) must be completed for the following:
- Conference / Convention
- Foreign travel
- Registration Fees
- Any trip that requires an advance
Sponsor Restrictions do Apply
Certain sponsored projects may contain award provisions that prohibit or limit the amount and type of travel and/or travel reimbursements. Principal Investigators and appropriate sponsored projects personnel should make sure any proposed travel is in accordance with the sponsored project's agreement before the travel begins.
If you have any questions about your specific grant or contract and possible travel limitations you should contact your sponsored research office as follows:
Budgeting Travel in Proposals
Many agencies request specific cost information for each proposed trip, including a narrative justification describing the travel to be taken.
When budgeting travel you should include destination, number of trips planned, number of travelers, airfare, lodging, meals, ground transportation, conference fees, and other costs allowed to be reimbursed. If mileage is to be paid, provide the number of miles and the cost per mile.
For travel for both federal and non-federal proposals you must use the state travel reimbursement rate.
Foreign travel meals may be budgeted for and will be reimbursed based on the GSA Foreign Per Diem Rates.
The standard mileage rate for the use of an automobile for business purposes is currently 44.5 cents a mile for all business miles driven.
Sample Travel Budget
1 conference per year to present research findings
| 1 person x $650 r/t airfare | = | $650 |
| 3 days per diem x $36/day x 1 person | = | 108 |
| 2 nights lodging x $180/night x 1 person | = | 360 |
| Ground transportation 1 person | = | 50 |
| Misc: conference fee | = | 250 |
| Total Direct Cost | = | $1,418 |
|---|
Traveling with Equipment Outside of U.S.
When traveling with equipment, check with the Asset Management Services (Property Office) two weeks before traveling with equipment outside of US to avoid any export licensing issues. Best practice for international travel with a laptop is to not have specialized software installed and to not contain unpublished data or research.
Travel to a Designated Terrorist State is Prohibited
The use of state or non-state funds made available to state universities to implement, organize, direct, coordinate, or administer activities related to or involving travel to a designated terrorist state is prohibited by Florida Statute 1011.90. For purposes of this section, "terrorist state" is defined as any state, country, or nation designated by the United States Department of State as a state sponsor of terrorism .
Currently, the U.S. Department of State assigns that designation to five countries: Cuba, Iran, North Korea, Sudan and Syria.
Travelers should read appropriate U.S. Department of State advisories before beginning travel to a foreign destination.
Use United States Flag Carriers when Federal Funds are Involved
The Federal Travel Regulations, 41 CFR 301-10.131, titled "Use of United States Flag Carriers" more commonly known as the "Fly America Act" requires that all air travel paid for with federal funds (sponsored projects in Fund 201) must be on a US flag carrier or a US flag carrier service provided under a code-share agreement.
To help ensure compliance with this federal regulation please follow the UF Travel Directives and Procedures on this topic.
Exceptions are permitted under the Fly America Act (see Directives and Procedures above for a list of exceptions).
All Exceptions must be documented prior to travel and pre-approved by the UF Travel Office. In no case is the use of a foreign air carrier justified because of cost, convenience, or traveler preference.
To receive an exception you must complete the Fly America Act Exceptions Form and submit to the UF Travel Office Approval.