Guide section list
Comprehensive reference guide
Visas
Subpart E: Cost Principles
Text Accordion Closed
200.463 Recruiting Costs
Short-term, travel visa costs (as opposed to longer-term, immigration visas) are generally allowable expenses that may be proposed as a direct cost. For these costs to be directly charged to a Federal award, they must:
(1) be critical and necessary for the conduct of the project;
(2) be allowable under the applicable cost principles;
(3) be consistent with the non-Federal entity’s cost accounting practices and non-Federal entity policy; and
(4) meet the definition of ‘‘direct cost’’ as described in the applicable cost principles.
Explanation Accordion Closed
The agency implementation plans should clarify the extent to which short-term travel visa costs (as opposed to longer-term, immigration visas) are allowable and can be proposed as a direct cost. Until clarified by the agencies, however, basic visa application and required fees, such as anti-fraud fees, should be treated as allowable direct costs, provided they meet the definition above.
As with all allowable recruitment costs, if the employee resigns within 12 months of recruitment, for reasons within his/her control, then the associated relocation costs, including any visa costs, must be removed from the Federal award and coded to the appropriate unallowable expenditure type.
Application Accordion Closed
Agency prior approval is not required, but, because such visas are classified as a recruiting cost, only the cost of the initial visa is allowable.
If needed to support the scope of work for the Federally-funded activity, budget and directly charge these short-term visa fees.
A detailed budget justification should address the following criteria:
(1) the visa is issued for a specific period and purpose;
(2) the individual is performing work directly connected to the project or activity; and
(3) the work is critical and necessary for the conduct of the project or activity.
Related NAU policies/procedures Accordion Closed
To be developed