RSP 504–05: Sponsored
Project Travel and Related Costs (Non-ASU
Employees)
Purpose
To reimburse travel and/or related expenses of non-ASU
employees, e.g., participants, students, consultants, visiting
scholars
Sources
Office for Research and Sponsored Projects Administration (ORSPA)
Financial Services
Policy
General
The expenses associated with a conference or other travel that
is funded by a sponsored
project are reimbursed according to the sponsor and university regulations.
Special Conditions
Conference or travel awards, especially those requiring
international travel,
often involve special conditions governing the expenditure of
funds. Although the particular sponsor requirements may be more
restrictive, generally the following conditions apply:
travel must be identified in the proposal, approved in the
award, and directly related to the project scope of work
travel must be on a U.S. flag carrier whenever available (as
defined in RSP 504–01,
“Sponsored Projects Travel for ASU Employees" )
nonemployee transportation expenses, if allowed, should not
exceed the cost of an economy roundtrip fare between the
individual’s home or institution and the conference site
transportation expenses are reimbursed only when the
nonemployee submits the actual receipts at the end of the travel.
If necessary and justified by the principal investigator
(PI), ASU may choose to prepay airfare and registration fee
costs for nonemployees
actual receipts are required to obtain reimbursement for lodging. However, a per diem rate may be claimed for meals if this meets the sponsor allowability requirements. Lodging may be prepaid by issuing a
Requisition if the hotel agrees to charge incidental expenses
to each individual. This agreement must be noted in the Requisition
travel expenses for dependents of nonemployees are generally
not allowed
and
the use of charter flights is not encouraged.
Cross-References
For authoritative references, see RSP 101, “General Research Policy.”
For information about consultant expenses, see RSP 503–03, “Consultants,
Guest Lecturers, and Other Professional Services for Sponsored
Projects.”
For information about travel authorization, see the Financial
Services Policies and Procedures Manual: FIN 501, “ASU Travel Policy.”
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