Synopsis
Sometimes sponsors allow foreign travel without requiring that it be specified in the proposal budget or approved. In other words, both domestic and foreign travel are treated as a single line item. Other times, however, domestic and foreign travel are treated distinctly and foreign travel requires a sponsor's prior approval whether it was included in the award budget or not. The ORS* New Award Notification indicates a sponsor's requirements regarding foreign travel.
Remember, any travel beyond the borders of the United States*, including travel to Canada and Mexico, is considered foreign travel.
PostAward Procedure
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PROCEDURES: ROLES AND RESPONSIBILITIES
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DEPT*
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:: Checks the ORS New Award Notification to see if foreign travel requires sponsor approval
:: If approval is required, prepares a letter of request
:: Sends letter to ORS*
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ORS*
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:: AD/P* reviews the letter and confirms the terms and conditions
:: Co-signs and returns the letter to DEPT*
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DEPT*
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:: Sends the letter of request to the sponsor
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ORS*
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:: Receives sponsor's response
:: Notifies the DEPT*
:: If foreign travel was not budgeted, requests a rebudget form (see OP2*: Rebudgeting)
:: Notifies OSP* that foreign travel is allowable
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OSP*
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:: Gives final approval and monitors award
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DOCUMENTATION: OFFICES OF RECORD
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ORS*
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:: Keeps record of approval in award file
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OSP*
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:: Keeps record of approval in award file
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SPECIAL NOTES
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International travelers who will be reimbursed from federal grants or contracts must use U.S. flag carriers for all of their travel (by ship or by air).
International travelers must consult with the Duke University Export Controls Program if they are going to a country listed on the Department of State's List of Embargoed and Sanctioned Countries or if they will be carrying laptops, scientific equipment, software, or technical data* abroad.
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