Guide section list
Comprehensive reference guide
Travel
Subpart E: Cost Principles
Definitions Accordion Closed
200.474 Travel
Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of the University.
Text Accordion Closed
200.474 Travel
Such costs may be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two.
Lodging and subsistence. Costs incurred by employees and officers for travel, including costs of lodging, other subsistence, and incidental expenses, must be considered reasonable and otherwise allowable only to the extent such costs do not exceed charges normally allowed by the University in its regular operations as the result of written travel policies. If these costs are charged directly to the Federal award documentation must justify that: (1) participation of the individual is necessary to the Federal award; and (2) the costs are reasonable and consistent with non-Federal entity’s established travel policy.
Temporary dependent care costs above and beyond regular dependent care that directly results from travel to conferences is allowable provided that the costs are: (i) a direct result of the individual’s travel for the Federal award; (ii) consistent with the non-Federal entity’s documented travel policy for all entity travel; and (iii) only temporary during the travel period.
Commercial air travel. (1) Airfare costs in excess of the basic least expensive unrestricted accommodations class offered by commercial airlines are unallowable.
Explanation Accordion Closed
The key to complying with the Federal travel guidelines is to consistently follow the travel policies of the University and State of Arizona. If there this a discrepancy between these policies and Federal policies, however, the most restrictive rule is followed. For example, the University travel policy limits the fares for commercial airline travel to “coach, economy or other discounted class” NOT the “basic least expensive unrestricted accommodations class” as stated in the Uniform Guidance.
Travel costs for dependents are always unallowable, except for travel of duration of six months or more with the prior approval of the funding agency.
Note
The Uniform Guidance allows for the reimbursement of temporary dependent care expenses that result from travel to conferences. NAU does not have a policy regarding temporary dependent care expenses. Consequently, these costs are not eligible for reimbursement and should not be included in proposal budgets.
Application Accordion Closed
Agency prior approval is not required for domestic travel, however, most awarding agencies will require prior approval for international travel.
Until further notice, follow the current NAU and State of Arizona travel policies and procedures.