1 / 24

INTERNATIONAL TRAVEL ON FEDERAL AWARDS

INTERNATIONAL TRAVEL ON FEDERAL AWARDS. CHANGE IN APPROVAL PROCESS-NOT THE DOCUMENTATION June 19, 2012. International Travel.

lysandra
Télécharger la présentation

INTERNATIONAL TRAVEL ON FEDERAL AWARDS

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. INTERNATIONAL TRAVEL ON FEDERAL AWARDS CHANGE IN APPROVAL PROCESS-NOT THE DOCUMENTATION June 19, 2012

  2. International Travel • The federal government defines international travel as any travel outside the United States, its possessions and territories. For travel coding purposes Canada is now considered domestic. • International travel charged to a federal award should follow university policy unless the funding agency imposes greater restrictions. • It is the responsibility of the traveler and the PI to know the terms set forth in the award in reference to allowable travel expenses.

  3. Upcoming Change • Effective July 1, 2012 international travel on federal awards will no longer need ORS approval. • All travel advances and reimbursements will be sent directly to Individual Disbursement Services (Travel Office). • This change in the routing process has no affect on the required documentation. However, the travel justification form has been revised.

  4. Travel Considerations • International travel should be included in the proposal or otherwise be allowed by the sponsor. • Approval for travel not included in the proposal must be documented. • The travel must comply with the “Fly-America” Act. • Required internal (IDS) and external (sponsor) clearances must be obtained as required. • Travel must occur during the period of performance and directly benefit the project.

  5. Travel Considerations • Export Control policies must be adhered to including for travel with laptops and shipment of research materials to foreign collaborators • Departments, schools and centers must ensure that all expenses incurred for international travel are allowable and allocable. • Expenses should be justified and in compliance with sponsor and university policies.

  6. Necessary Documentation • Include T&E Expense Justification form (rev. 6/12) • Include all original receipts for items $25 or more. • Receipts should show the merchant, nature of purchase, date of purchase, amount of purchase and form of payment. • Be mindful of private information. Use a black marker to conceal SS #, credit card # etc.

  7. Object Codes • 5202 - Foreign Travel for faculty and staff • 5205 – Foreign Student Travel • 5207 – Non-employee Foreign Travel • 5209 – Business Meals – Traveler must attach an Entertainment & Business Meal Worksheet. If alcohol is consumed it must be charged to 5214 on a dept. account. • 5214- Foreign Project Costs (Advances)

  8. Meals • Meal receipts must be itemized to ensure allowability ( i.e. no alcohol). • If requesting reimbursement for meals on a per diem basis, ensure that the correct per diem is used and that this method is used consistently for the entire trip. • Business meals must be sufficiently justified. Explanations such as “University Business” or “Business Meals” are not sufficient. • Remember, meals with Penn colleagues are generally unacceptable.

  9. Lodging • Travelers should stay in a standard room at a non-luxury hotel. • Travelers should take advantage of any available discounted negotiated rates, conference rates, Penn rates etc. • Travelers will be reimbursed for lodging that is commiserate with the government per diem rate.

  10. Car Rental/ Mileage Reimbursement • If car rentals are allowable, use the prudent person test when choosing a vehicle. • Expenses that are reimbursable include gas or mileage, parking and tolls. • If an employee uses their personal vehicle they may request mileage reimbursement and reimbursement for tolls and parking. • The employee must include the # of miles driven on the request. • Please use the current mileage rate.

  11. Foreign Currency Conversion • Please provide support for foreign currency conversion calculations. • Currency rates fluctuate and can change daily so to ensure accuracy include the printout of the rate that was in effect the day the reimbursement was completed. • Lack of proper documentation will likely delay the processing of the reimbursement.

  12. Travel Advances • Travelers can request Advances only when circumstances are such that other payment options are not feasible. • Travelers must document in writing the extenuating circumstances and obtain approval at the designated levels. • If the Advance is to cover the costs of out-of-pocket expenses while traveling the meal per diem should be used as a guide. Advances should not be used for taxis, tips, gas and other small incidentals.

  13. Travel Advances • Advances on ongoing projects must be reconciled before additional advances will be approved. • With project Advances it is the responsibility of the Principal Investigator to determine if the funds have been spent to support the project. • It is the responsibility of the higher level approver to ensure that the funds are accounted for in a timely manner.

  14. Travel Advances • When requesting an Advance, you must complete the Travel Advance form (C-7) and the Advance Justification form (C-7A). Attach documentation based on the scope of the project. • Operating expenses may include labor costs, equipment, supplies, as well as lodging and meals. These expenses should be charged to object code 5212.

  15. Non-Reimbursable Expenses • Alcoholic Beverages • Credit card late fees or finance charges • Movies rentals (in-flight or hotel room)’ • Rental car options such as car GPS, insurance • Loss or theft of personal funds or property • Clothing or toiletry items • Medical expenses • Limousine / Sedan services • Laundry services(unless trip is longer than 5 days)

  16. Expenditure Justification Form • Explain all items not contemplated by written policies. Examples include but are not limited to: • Higher class of service on airlines or rail service • Employee’s use of sedan/limo service • Fees such as bank fees, re-ticketing, lost ticket, no-shows, etc. • Lack of original receipts • Missing/incomplete supporting documentation • Exceeding meal / per diem thresholds

  17. Required Signatures • The T&E Reimbursement Form must be signed by the following; a) Payee b)Business/Budget Administrator c) Higher-Level Approver • The Expense Justification Form must be signed by the following; a) Principal Investigator b)Business/Budget Administrator c) Higher-Level Approver

  18. Reimbursement Requests • The travel policy recommends that travelers submit their reimbursement requests within 10 days of the trip end to ensure compliance with IRS requirements. • Department, schools and centers should maintain travel documentation and related justifications in their records per the University record retention policy.

  19. Common Issues • 1) Incorrect Object Codes • 2) PI approval missing • 3)   Receipt documentation missing (over $25) • 4)   Conversion of foreign currency omitted • 5)    Inadequate or no support to demonstrate exception to Fly America Act • 6) Requests that include items that are inappropriate or unallowable.

  20. Common Issues • 7)    Traveler does not have effort on the project • 8)     Inadequate or missing justification • 9)     Late requests-after 6 months without exceptional circumstances • 10)   Inadequate Advance request justification • 11)   Advances not reconciled timely • 12)   Incorrect funding source identified (period of performance expired)

  21. Questions

  22. Contact Info • For questions regarding the processing of T&E Reimbursements please contact Individual Disbursement Services (IDS) at 215-898-3307 • For assistance with travel plans please contact the Purchasing Service Travel Office at 215-898-1398

  23. Resources Penn Travel Portal http://www.purchasing.upenn.edu/travel/ University Sponsored Projects Expense Documentation Requirements and International Travel Policies: • http://www.finance.upenn.edu/vpfinance/fpm/2100/2100_pdf/2134.pdf U.S. Government Per Diem Rates: http://aoprals.state.gov/web920/per_diem.asp http://www.gsa.gov/portal/category/21287 International travel on federal awards: • The National Institutes of Health Grants Policy Statement (GPS) Section 4.1.11 & 8.1.2 • http://grants.nih.gov/grants/policy/nihgps_2011/nihgps_ch4.htm#fly_america_act • http://grants.nih.gov/grants/policy/nihgps_2011/nihgps_ch8.htm#_Requests_for_Prior

  24. Resources U.S. General Services Administration: http://www.gsa.gov/openskies Office of Management and Budget (OMB) Circular A21- (allowable cost) Section J. 53 http://www.whitehouse.gov/omb/circulars_a021_2004#j Export Control Information: ORS contact: Elizabeth Peloso, Director Export Compliance http://www.upenn.edu/researchservices/exportcontrols.html Traveling Overseas with Mobile Phones, Laptops, PDA’s and Other Electronic Devices: http://www.ncix.gov/publications/reports/traveltips.pdf

More Related