Out-of-state Travel
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 | |  | Published by el*Loco on 20.10.2006 at 12:34. |
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There are two ways to travel out-of-state on grant funds:
One is to obtain preapproval through the Office of Research and Grants Administration and to have the trip's details and reservations set by the State-approved travel agent. This procedure is described below and strongly recommended, as the College will purchase your airfare and hotel reservation and thereby guarantee approval of your travel while enabling you to spend less personal funds to be reimbursed later.
The second method is spending personal money and asking for travel reimbursement afterwards. We strongly advise you to be aware of your current budget allowances and State travel regularions should you travel without without preapproval, as this method offers no guarantee that your costs, whole or in part, will be reimbursed by the College in the event of a problem. However, should you prefer to set your own travel plans and keep aware of State allowances this is option is fine as well.
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Orga Travel Preapproval Form
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| | | Published by Magic Banana on 20.10.2006 at 15:56. |
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ORGA staff will review your request in accordance with travel policies. When that is complete, you will be furnished with two numbers: an authorization number and billing code. Please give both numbers to the state-approved travel agent:
(Note: We are contracted by the State of Rhode Island to use the preceding travel agency unless their price is higher than one you can get yourself. If that is the case, you should ask for a quote and attach the quote as proof of the difference in price when filing for reimbursement.)
The agent will work with you to book your flight and hotel and the amount will be charged directly to your grant. Save all travel documentation and enjoy your trip! When you return, you will need to fill out a travel report form whether or not you are to be reimbursed for personal expenses incurred during the trip, and you must submit the form within 30 days of return. Read on to learn more about reimbursement policies.
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After Travel
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| | | Published by NaiL on 20.10.2006 at 21:30. |
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When your travel is complete, please submit a travel report form to ORGA detailing all charges (even pre-approved hotel costs and airfare, along with ALL receipts and tickets, and a conference agenda if attending a conference). Break the charges down by day. As the College is bound by State and Federal travel regulations, you may be reimbursed in accordance with the following State-held policies. Note: travel regulations apply to anyone to be reimbursed for travel on a College grant. This includes students, contract employees and collaborators.
Food: As of 7-1-2006, State regulations now allow for a maximum reimbursement of $30.00 per day for food expenses with no need to break down expenses by meal. You may also request reimbursement when meals were provided by the conference or workshop attended. However, if you leave after 12:00 PM on the first day of travel or return prior to 12:00 PM on the last day you will only be allowed $15.00 on those days, again without a need to break down costs by meal. Also, please note if you spend more than the maximum allowed per day you will have to absorb those extra costs with personal funds.
Car rental: Due to State travel regulations we advise that you travel, if possible, via cab, train or bus before resorting to a car rental. However, if car rental is the most efficient method of transportation you must provide documentation proving so or a justification prior to approval.
Car travel to airport: You may also be reimbursed for travel to and from the airport, and for long-term parking charges. Please note your odometer, miles traveled and include any parking receipts. Distance to the airport is always calculated with Rhode Island College as the origin, which is 10 miles.
Mileage Reimbursement: Current State regulations allow for 44.5 cents per mile reimbursement for vehicle and gasoline costs. This figure should be used in calculating mileage reimbursement on either the Automobile Travel worksheet or the Travel Report. The Excel forms available on the Accounting website will calculate the current figure automatically, so please use them first and refer to the Accounting webpage for any form or reimbursement rate updates.
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| | | Published by mziab on 20.10.2006 at 12:45. |
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