Research and Sponsored Projects Manual (RSP)

Effective: 3/2/1987

Revised: 12/14/2011

RSP 605–02: Travel of Research Investigators to Potential Sponsors

Purpose

To allow principal investigators who otherwise lack the resources to meet with potential sponsors so they may market their ideas or interests and gain a better understanding of the goals of funding organizations

Source

Office of Knowledge Enterprise Development

Policy

To enable principal investigator (PI) or investigators to meet with staff of potential sponsors, the vice provost for research has established a program entitled Travel of Research Investigators to Potential Sponsors (TRIPS) to fund travel and per diem expenses.

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Requirements

1. The proposed project or program must be of substantial nature, preferably multi-year.
2. At minimum, a letter of intent or a preproposal for the project must be prepared for submission or presentation to the potential sponsor. A copy must be attached to the TRIPS application, which is to be submitted to the Office of Knowledge Enterprise Development (OKED).
3. Travel must be to the sponsor headquarters or regional headquarters. TRIPS support is not available to meet sponsor staff at other meeting places.
4. A formal appointment must be made in advance of the trip and in advance of requesting funds from the OKED.
5. There is a limit of one trip per fiscal year on a no-match basis. Additional trips within the fiscal year will require at least a 50 percent match from the department, college, or unit.
6. The project must not be funded currently by the target sponsor.
7. Support will be limited to one person and to:
   
   1. coach, round-trip airfare (economy rate, if available) purchased at least two weeks in advance to any place in the lower continental United States

      and

   2. one day’s lodging and per diem.

8. Application forms for support from this program are available in the OKED.
9. Concurrence of the department chair or center director and the dean, shown by their signatures on the TRIPS Application and Approval Form is required for all trip requests. Notice of matching support is required for additional trip requests within the fiscal year.
10. A memorandum report of the meeting’s results must be submitted to the OKED within one week after returning from the trip.
11. The principal investigator must lack the financial resources necessary to make the trip to the sponsor in order to qualify for the TRIPS program.

ProceduresD

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First Trip to a Potential Sponsor

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Responsibility	Action
Principal investigator	Prepare a proposal, pre-proposal, or letter of intent. Make an appointment with the sponsor’s staff and arrange travel and lodging. Obtain a TRIPS Application and Approval Form from the OKED. Complete the form and obtain the signatures of the department chair or center director and dean. Submit the completed form along with a copy of the proposal, preproposal, or letter of intent to the OKED.
Office of Knowledge Enterprise Development	Review the application for program requirements, and decide whether to fund the trip.
Principal investigator	Submit a travel authorization to Travel Reimbursements. Make the trip. Submit a memorandum report of the meeting’s results to the OKED.

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Additional Trips within the Fiscal Year

The principal investigator prepares for additional trips within the fiscal year by following this procedure:

1. Prepare a proposal, preproposal, or white paper. The Office of General Counsel should review these to be sure they do not create binding legal obligations.
2. Obtain a commitment of matching funds from the department, college, or unit.
3. Follow steps 2 through 8 of the first trip procedure above.

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