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Traveling on Grant FundsDot
 
Domestic Travel

The process of traveling under grant funds requires three straightforward steps to ensure compliance with both Sponsor and DePaul regulations and a timely and accurate reimbursement of expenses incurred.

  1. Prepare Travel Requisition

    Before any grant funded travel is undertaken, the Princpal Investigator must submit a travel authorization.

    Travel authorizations are to be completed if:
    • The travel includes an overnight stay and
    • The traveler is a DePaul staff or student.

    Some things to keep in mind:
    • Day-trips in the Chicago vicinity not involving overnight accommodation do not require a Travel Authorization.
    • Individuals to be reimbursed for travel who are not DePaul staff or students should be considered consultants and are to be paid according to the processes described in the consultant page (i.e. submission of invoice with itemized and supported expenses).

    The PI requests a Travel Authorization the same way he/she would request a Purchase Order - through the e-Procurement System.

    A step-by-step guide to filling out Travel Authorization Requests is available here.

  2. Incur Travel Expenses

    Once the Authorization is assigned a Purchase Order Number, the individuals traveling may incur expenses.

    Some things to keep in mind:
    • The individual has the responsibility to purchase airline tickets and accommodation costs from his/her own sources. ProCards cannot be used for travel related expenses.
    • Business-class travel is normally not allowed under externally-funded grants.
    • Keep all receipts

  3. Complete and Submit Travel Reimbursement Form

    Upon return from travel, the individual should prepare a Travel Reimbursement Form, available at the Financial Affairs Web Site, as soon as possible.

    The form should include an itemization of the expenses related to the trip, including air ticket and accommodation, with original receipts attached.

    The Purchase Order Number obtained in Step 1 is used on the Travel Reimbursement Form.

    The Travel Reimbursement Form should be approved by the Grant's budget manager and submitted, with all original supporting documentation, directly to Procurement and Payment for processing.

    Travel reimbursement forms do not have to go to OSPR for authorization.

 


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