1. Sponsor Authorization
   
   Oftentimes, externally funded international travel is allowable under a grant only after advance permission for the specific trip is granted by the sponsor. Before proceeding with any steps outlined below, the traveler and OSPR will confirm sponsor pre-approval.
   
   
2. Prepare Travel Requisition
   
   

   Before any grant funded travel is undertaken, the Principal Investigator must submit a requisition for travel authorization. Travel authorizations are to be completed if: The travel is international and The traveler is a DePaul staff or student.

   
   Note: 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 regulations 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 requests a Purchase Order - through the e-Procurement System.
   
   A step-by-step guide to filling out Travel Authorization Requests is available Here.
   
   All e-Procurement requisitions for Foreign Travel are automatically forwarded to OSPR for approval.
   
   
3. Incur Travel Expenses
   
   

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

   
   Some things to keep in mind:
   • For international travel, please ensure on your authorization request that you identify Airfare, Hotel and Meals as "International" in the Purchasing Category. This means CP200, CP210, and CP220 respectively.
   • When Purchasing Categories are identified as International, OSPR is automatically provided the requisition for review and approval.
   • 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
   • For travel under federal, state or municipal grants, please adhere to all FLY AMERICA REGULATIONS detailed here. If the P.I. is uncertain if FLY AMERICA applied to his/her grant, he/she should contact OSPR.
   
   
4. 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.
   
   Expenses that are incurred in Foreign Currency should be converted to U.S. Dollars for processing. Travellers are to use an exchange rate for the day the cost was incurred. A link to determine date-specific exchange rates can be found here.
   
   

   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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