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Compliance with Federal Grants

Compliance with Federal Grants. TRAVEL REGULATIONS A-87, A-122, A-21 Allowable with Restrictions. Travel Costs. Transportation, lodging, subsistence and related items On official Organization business Charged Actual Costs Basis Per diem or mileage in lieu of actual or

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Compliance with Federal Grants

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  1. Compliance with Federal Grants TRAVEL REGULATIONS A-87, A-122, A-21 Allowable with Restrictions

  2. Travel Costs • Transportation, lodging, subsistence and related items • On official Organization business • Charged • Actual Costs Basis • Per diem or mileage in lieu of actual or • Combination of the two

  3. Travel Costs • Not to exceed the written travel policy • In absence of an acceptable, written policy • Rates and amounts under Sub-Chapter 1 of 57, Title S USC or • Administer of General Services (GSA)

  4. GSA Website • http://www.gsa.gov/ • Contains: • Per diem rates • Mileage reimbursement rates • Travel regulations

  5. 12 Hour Method If travel is less than 12 hours there is no per diem If travel is between 12 and 24 hours, per diem is paid at 75% of the applicable per diem rate. If travel is more than 24 hours, the first day and last day is 75% of the per diem rate, the other days are paid at 100% of the per diem rate.

  6. 12 Hour Method • Example: • Per diem rate is $51/day – travel is 4 days (Tues-Fri) • First day of travel is $38.25 • Second day and third days are$51/day (less lunch of $12) = $39/day • Last day of travel is $38.25 Total Travel Per Diem is $154.50 Mileage will be actual Miles x $ .51

  7. Let’s do another example 3 day trip to Albuquerque and lets sign into GSA Traveling more than 24 hours First and last days are 75% Middle day is 100% and no meals as part of conference $42 x2 and $56 = $140 Maximum Lodging is $81 Least expensive airfare vs. driving

  8. Travel Tips to Remember Implement a travel policy Consistently follow the travel policy Allowable to do either per diem, actual expenses or a combination If no rates for the destination, use standard for the state

  9. Useful Websites • OMB Circulars: • http://www.whitehouse.gov/omb/sirculars_default/ • GSA Travel Regulations: • http://www.gsa.gov/federal travelregulations • GSA Per Diem Rates: • http://www.gas.gov/perdiem • Federal Mileage Rates: • http://irs.gov

  10. Reconciling Travel • Written policy and follow it • Common errors Missing receipts or proof of travel Not being consistent in procedures Paying 100% when 75% applies Reimbursing meal already provided Incorrect mileage rates

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