The Office of Research and Strategic Partnerships’ Travel Policy sets forth the appropriate use of research funds for business-related travel purposes. This policy further clarifies and does not supersede the Pratt Institute Business Expense Policy and Pratt Institute Travel Policy. Travelers are expected to ensure that travel expenses are charged in accordance with all relevant policies and to use professional judgement when undertaking business-related travel.
The Office of Research and Strategic Partnerships’ Travel Policy:
- Assures that the University and the traveler are in compliance with Internal Revenue Service regulations that define the types of expenses that can be reimbursed without being counted as taxable income.
- Assures that travel charged to sponsored projects conforms to the regulations and restrictions placed on the use of the funds by the sponsor.
- Enables the University to protect its reputation and not-for-profit status by avoiding excessive or inappropriate spending.
- Provides departments with the ability to oversee how their budgets are expended.
Requirements
- Travel in support of research must be directly linked to a research grant award or other research sponsorship; This type of travel is in direct support of, aligns with, or enables the award’s mission and objectives.
- Travel events must be contextually and topically essential to the growth and development of a research schedule and agenda and must contribute directly to existing research projects or programs.
- Travel for the purpose of networking, discovery, public lectures, site visits, or reasons otherwise not directly related to an existing/established research project does not qualify as funded travel unless it has been explicitly budgeted and approved by a funder through a grant or other research sponsorship.
- Exceptions may be considered but are not guaranteed.
Process
- Traveler must complete the ORSP Travel Expense Request Form prior to incurring travel expenses, regardless of procurement method. Approval can take up to two weeks; travelers should plan accordingly.
- If approved, Traveler will receive an email confirmation. Traveler must save the confirmation email and attach it to the reimbursement request.
- All requests for reimbursement are to be submitted through eForms. No payment will be fulfilled until after the event requiring travel has concluded.
- Itemized receipts must be submitted after travel concludes in accordance with Institute Finance policy.
Note: The preferred method to book travel arrangements is through World Travel, to obtain the most economical pricing. Travelers utilizing a procurement card (P-card) for travel must follow the Purchasing Card Guidelines and Procurement Card Policy.
Traveler Requirements
- Ensure incurred expenses are reasonable and are allowable under Pratt’s Business Expense Policy and Procurement Card Policy.
- Allocate expenses to proper budget object codes.
- Submit necessary documentation and itemized receipts within the timeline outlined by Institute policies.
- Ensure travel is for a legitimate research purpose.
- Retain original hard copy versions of itemized receipts that have been scanned/imaged for one year after the scanning/imaging.
- Travelers must provide an agenda for all meetings being expensed, list of meeting attendees, meeting justification, and itemized receipts. Alcohol is not an allowable expense.
- Reasonable duration for travel related expenses are one day bracketing the event/workshop/lecture/conference/etc.
Note: Travelers cannot approve their own expenses. Expenses can only be approved by an individual listed in the Roles Database as having approval authority for the cost object being charged.
Approver Responsibilities
The Approver is responsible for verifying that:
- Travel occurred for an appropriate business purpose (e.g., produce/develop research related deliverables, workshop delivery, conference paper presentation, conference session chair, etc.)
- Appropriate budget object(s) and business objects account(s) are being charged.
- Expenses incurred fall within Pratt and sponsor policies and guidelines.
The Approver of travel expenses plays a critical role in ensuring compliance with federal regulations and Pratt policies and guidelines supporting good stewardship of Pratt funds used for travel. If the Approver questions a travel expense, the Approver should seek clarification from the Traveler. Expenses that do not meet the guidelines set forth in Institute policies will not be approved and if incurred improperly and paid by Pratt will have to be reimbursed.