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Research Administrator's Forum – February 8, 2013. Post Award Basics and Travel. Katrina Smith – Sponsored Programs Administrator kmpayne@fullerton.edu 657.278.4102. Purpose of the Office of Sponsored Programs.

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research administrator s forum february 8 2013

Research Administrator's Forum – February 8, 2013

Post Award Basics and Travel

Katrina Smith – Sponsored Programs Administrator

kmpayne@fullerton.edu

657.278.4102

purpose of the office of sponsored programs
Purpose of the Office of Sponsored Programs

Provide high level of support and assistance in managing all sponsored projects in line with terms and conditions of the award, University policies, ASC Policies and OMB Circulars

What does that mean to you?

Why do we care?

process for approving expenditures
Process for Approving Expenditures
  • Proper Forms and Documentation
    • Proper Forms
      • Check request, PO, ASC Travel Expense , Stipend Form, W-9 etc
    • Documentation
      • CCCCCT
      • Would someone not knowing the project at all be able to understand the documentation and see how it directly relates to the project
  • Money available in the overall budget as well as that particular category
process for approving expenditures1
Process for Approving Expenditures
  • Reviewing the expense as Allowable, Allocable, and Reasonable
    • Allowable
      • Terms and conditions
      • A-21
      • University / ASC Policies
    • Allocable
      • Directly benefit program
    • Reasonable
      • Prudent Person Test
      • Necessary
  • Expense is reviewed, and if all tests are met then the Administrator will approve and send to accounting to be paid
travel
Travel
  • 3 types of individuals who travel
    • Faculty or State-side staff
    • Student
    • ASC Employees
  • Travel for Faculty/State-side Staff and Students
    • Complete CSU, Fullerton Business Travel and Prepayment Request Form
  • Travel for ASC Employees
prior to travel
Prior to Travel
  • Travel for Faculty/State-side Staff and Students
    • Complete CSU, Fullerton Business Travel and Prepayment Request Form (State Travel Authorization – TA)
      • FORM MUST BE SUBMITTED TO SPONSORED PROGRAMS ADMINISTRATOR 30 DAYS PRIOR TO TRAVEL FOR REVIEW
    • IF an advance is needed, complete Section I of the ASC Travel Authorization and Expense Form and submit with the TA (state form)
    • Students are usually required to complete a Waiver and Release of Liability
prior to travel1
Prior to Travel
  • Travel for ASC Employees
    • Complete Section I of the ASC Travel Authorization and Expense, obtain proper signatures, and submit to ASC 30 days prior to travel
    • If an advance is going to be requested complete the advance portion within Section 1 of that form and submit along with any backup documentation such as quotes for airfare or registration to verify amounts for advance
personal days
Personal Days
  • If you decide you want to take personal days while on approved travel:
    • Need to note that on the State TA or ASC TA under Dates of travel and Purpose of Business
    • i.e. business travel is only 1/1-1/4 but you will be going from 12/28-1/7
  • Purchasing airfare if personal days are taken while on business travel
    • Need to provide a quote from comparable airlines showing what flight would be if you were only travelling for business and quote needs to be 30 days prior to travel
    • Will only be reimbursed the lesser
  • Lodging if personal days are taken
    • Will only reimburse for nights during business travel
    • EXAMPLE: Conference starts 1/4 but there is an early registration on 1/3 that starts at 5PM
    • EXAMPLE: Flying out early to conduct other business related to the program (i.e. meeting with individuals prior to conference)
paying for travel with a p card
Paying for Travel with a P-Card
  • In order to purchase anything travel related with a P-Card the State TA or ASC TA needs to be completed and submitted to ASC and approved by your SPA prior to any purchase of registration, airfare etc.
  • Allowable travel charges:
    • Airfare, registration, lodging, shuttle or taxis, parking
  • Unallowable travel charges:
    • Meals and/or any charges that don’t have itemized original receipts
return from travel
Return from Travel
  • Regardless of what forms you filled out prior to travel the process for submitting expenditures after travel is the same
  • Complete Section I (if not already completed) and Section II of the ASC Travel Authorization and Expense Form, obtain proper signatures, and submit to ASC for review, approval, and reimbursement if applicable
  • Items to attach to form when submitting:
    • Clear outlined itemized agenda or program – this should outline the day to day program of the conference
    • Itemized original receipts – NOT CREDIT CARD SLIPS
    • If mileage is being claimed – printouts of Mapquest or Googlemaps
    • Airfare itinerary
why were there changes to my travel expense claim form and other issues
Why were there changes to my Travel Expense Claim form? And Other Issues…
  • Most common reasons we will make changes to your Expense Claim Form:
    • Itemized original receipts weren’t provided
    • Food was claimed when the agenda clearly outlined meals were provided
    • Alcohol was on a meal receipt
    • Personal days were taken and quotes weren’t provided on what airfare would have been had you only travelled for business
    • Airfare/lodging were booked way too late so charges were unreasonable
    • Economy or Coach were not booked for airfare (i.e. first class)
    • Insurance was purchased on the flight - unallowable
    • Conference location was less than 25 miles from either campus or home so lodging and meals cannot be claimed
    • Selection of hotel was different than what the conference provided and was at a rate that was much higher than the block of room rates provided by the conference
    • Enterprise Rent A Car was not used when renting a car and rates were unreasonable (i.e. Enterprise is the preferred vendor since we have a contract with them AND the car booked was a luxury vehicle instead of a simple economy car)
how to avoid changes on the expense claim form
How to avoid changes on the Expense Claim Form?

Talk with your Sponsored Programs Administrator (SPA) PRIOR to travel

Meet with your (SPA) to go over what the sponsor allows and also what the University policies are PRIOR to travel

Ask questions PRIOR to travel