research travel information session · general reminders in absence of specific sponsor policy uw...
TRANSCRIPT
Research Travel Information Session
Office of Research Finance
Research Finance Training and Compliance Team
Spring 2019
FORMAT
General Reminders for Travel Claims
Cost Comparisons
Common Questions and Tips
Resources
Your Questions
Bring us your travel plans for guidance specific to your situation
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GENERAL REMINDERS
In absence of specific sponsor policy UW Policy 31 is applied
Where travel is an allowable expense, costs in direct support of the objectives of the research grant are eligible for reimbursement
Traveler’s affiliation is required
E.g. Grad Student, Research Assistant, Visiting Researcher
It is generally accepted to arrive the day before and depart the day after the reason for the travel. An additional arrival day may be acceptable for long haul travel in some circumstances but will require written justification
Travel advances are available to minimize financial burden
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TRIP PURPOSE
Research related travel requires a brief purpose to clarify the link to the funded research
Where it is not clear, a declaration of whether there were personal days mixed with university business may be required
For conferences include an overview and daily agenda
For fieldwork include location and dates
For collaboration also include the name(s) and location(s) visited and dates
When travel is for multiple purposes an expanded trip purpose is required
E.g. when attending a conference followed by collaboration or fieldwork
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WHEN ARE COST COMPARISONS NEEDED?
When the duration of a trip has been lengthened or otherwise altered to take advantage of cheaper transportation options
E.g. Claimant flew to conference an additional day earlier to get lower airfare
E.g. Claimant drove to Michigan to get lower airfare
Comparison considers savings vs. all incremental costs (additional accommodation, meals, mileage etc.)
Premium Economy flights
Tri-Agency allows if it is lowest economy available or if traveler has justifiable reason (e.g. health) that other economy fares are unsuitable and supervisor approves
Provide cost comparison of flight options to document fares and availability
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WHEN ARE COST COMPARISONS NEEDED?
When travel destinations or expenses are impacted by non-research activities
E.g. Attended conference in Spain and then flew to Italy for vacation before returning
Comparison is round-trip flight to conference destination
E.g. Claimant rented a minivan instead of a car, or stayed in a suite instead of single occupancy due to traveling with family
Comparison is against what would be appropriate for a single traveler
When personal vehicle is driven more than 500km (one-way) to destination rather than flying
E.g. Claimant drove to Quebec City because it is more cost effective than flying (comparison between costs of driving vs. flying)
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COST COMPARISONS DOCUMENTATION
Cost comparison must be attached to the claim
Screenshots or quotes obtained from travel agent
Include all impacted costs
Most important is to obtain cost comparison at time of booking
Reimbursable amount is the lesser of the amount incurred and the amount that would have been incurred had the non-research portion not taken place
See our site for more information
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COMMON QUESTIONS & TIPS
Combining Research & Personal Travel
Be sure that trip purpose clearly states which days and activities are research-related versus personal
Best practice is to use the per diem calculator that allows for daily tracking to identify the activity of research-work days versus personal days
Eligible expenses include those:
Directly related to the grant-funded research
Incurred for the time period required to be traveling for research
Incurred for research personnel
Cost comparisons will usually be required
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COMMON QUESTIONS & TIPS
Shared Expenses
Best practice is to NOT share expenses
Individuals should pay their own expenses and request individual receipts wherever possible
The individual who incurred the cost will be reimbursed
When shared or if cost relates to additional travelers, the payee claims the entire amount and includes:
Description of the situation
Other traveler(s) name & affiliation
Proof of payment is required from each individual when cost shared (e.gaccommodation invoice)
Include comment on other traveler’s claim if applicable
Travel advances are available to cover incurred or anticipated costs
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COMMON QUESTIONS & TIPS
Per Diems
Allowable when sponsor specifically allows per diems or does not prescribe a meal policy
Cannot be claimed for another person, for hospitality purposes, or when meals are included on a hotel bill
UW policy states maximums; sponsor amounts supersede this
Obtain approval from your PI before your travel to see what is appropriate to claim - actual meal receipts or per diems (potentially partial, lower amounts)
Partial per diems may be claimed where appropriate and approved by PI
This may be helpful for students in place of actual meal receipts
See our UW web site for more information
Finance has created useful per diem calculator tools
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Concur Tips
Link to Concur system login
Training materials:
Visit Finance's Training site in SharePoint for interactive modules and videos
SharePoint login using WatIAM may be required
Concur User Manual
Frequently Asked Questions
To request a new Concur user please contact your Department Research Administrator and/or Administrative Officer
Confirm the Research work order with your Supervisor/Grant holder
Select your affiliation from Concur affiliation drop down box
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Resources
Information For Students
Contains most relevant information for students; can be provided to students in advance of travel
Optional form; not to be submitted with claims
On Research Finance website
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RESOURCES
Office of Research website – Financial Management
Travel Information
Tools: Information for Students
UW Policy 31
UW Guidelines for travel expenses
Per diem calculator tools
Enterprise Car Rental: online booking & direct billing through UW
Renewal of the Tri-Agency financial administration
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CONTACTS
• x30543 [email protected] Jennings
Manager, Colleges
• x33707 [email protected] Shankar
Math & Arts (other than those managed by Tracey)
• x38285 [email protected] Oldford
Science and IQC
• x42300 [email protected] Stone
Engineering & Arts (Psychology, Religious Studies, Sociology, Spanish)
• x39387 [email protected] Ilic
Environment & AHS
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