Guide to Services

Travel for USU personnel using HJF administered funds

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All federal government employees whose travel is funded by an HJF-administered fund must comply with federal government travel policies concerning payment from a non-federal source for travel expenses. USU federal personnel may use either in-kind travel support (ie., direct purchase of airline ticket, accommodations or meeting registration), funds reimbursement (reimbursement of out-of-pocket expenses by the Defense Finance and Accounting Service (DFAS) after estimated funds are budgeted in DAI via an HJF purchase order) or a combination of these methods. USU federal government employees must have approved travel orders unless the entire trip is paid by in-kind travel support and the traveler will not incur any out-of-pocket expenses.

Traveling on Sponsored Project Funds:

This information is for USU federal personnel planning to travel using sponsored project funds (grants, contracts, cooperative agreements and CRADAs), where prior approval of foreign travel is required.

In-Kind Travel:

  • Complete a USU Non-Federal Source Travel Request (unless travel was included in the approved budget) and submit to the USU ethics official for approval. The ethics office will forward the approved request to the HJF Travel Office for processing.
  • Complete an HJF Travel Request/Authorization form (HJF #321) and submit to the HJF Travel Office.
  • For foreign travel, please provide the traveler’s name, purpose of travel, place and dates of travel and an estimate of trip expense.
  • The Travel Office will contact HJF Office of Sponsored Programs or the HJF Contracting Department if any re-budgeting or foreign travel approval is required.
  • The Travel Office will make the requested arrangements (purchase of ticket, reservation at and payment to hotel, etc.) for the traveler and charge the expenses to the award.
  • If any out-of-pocket expenses will be incurred, follow the steps for “Funds Reimbursement Travel” described below.

Funds Reimbursement Travel (using an HJF purchase order to budget funds in DAI):

  • Complete a USU Non-Federal Source Travel Request (unless travel was included in the approved budget) and submit to the USU ethics official for approval. The ethics office will forward the approved request to the HJF Travel Office for processing.
  • Submit a purchase order request or modification to the HJF Office of Sponsored Programs (for travel on HJF-administered grants, cooperative agreements and CRADAs) or the HJF Contracting Department (for travel on HJF-administered contracts). The PO will contain separate lines for domestic and foreign travel expenses.
  • For foreign travel, please provide the traveler’s name, purpose of travel, place and dates of travel and an estimate of trip expense. The HJF Office of Sponsored Programs or the HJF Contracting Department will determine whether foreign travel is approved and notify the traveler. The traveler should attach the foreign travel approval to the DTS travel orders.
  • HJF will forward the PO or PO amendment to USU FMG, who will assign a cost center (if not yet assigned) and set up a budget in DAI.
  • Whenever possible, to minimize the number of PO amendments, the principal investigator or program manager should request to fully budget anticipated travel (and other USU) expenses in DAI covering the entire budget period.
  • The traveler should initiate the necessary travel orders in DTS to encumber the funds in DAI.
  • Following completion of the trip, the traveler must complete a voucher in DTS (and send a copy to HJF’s Travel Office.) If the trip is funded by an HJF cost center, FMG will automatically bill HJF for the amount the traveler is paid by the Defense Finance and Accounting Service (DFAS.)
  • HJF will reimburse USU and charge the expenses to the award.

Traveling on an Education or Endowment Fund

This information is for USU travelers using non-federally funded education program funds, endowments or “M” accounts. These procedures do not apply to travel using sponsored project funds (see above instructions.)

In-Kind Travel

  • Complete a USU Non-Federal Source Travel Request and submit to the USU ethics official for approval.
  • The ethics official’s office will forward the approved request to the HJF Office of Education and Meetings, who will determine whether there are sufficient funds in the applicable account to support the request.
  • If funds are available, the form will be forwarded to the HJF Travel Office, where the necessary funds will be encumbered.
  • The Travel Office will make the necessary arrangements (purchase of ticket, reservation at and payment to hotel, etc.) for the traveler and charge the expenses to the specified fund.
  • If any out-of-pocket expenses will be incurred, follow the steps for “Funds Reimbursement Travel” described below.

Funds Reimbursement Travel

  • Complete a USU Non-Federal Source Travel Request and submit to the USU ethics official for approval.
  • The ethics official’s office will forward the approved request to the HJF Education Programs Office, who will determine whether there are sufficient funds in the applicable account to support the request.
  • HJF will forward the PO or PO amendment to USU FMG, who will assign a cost center (if not yet assigned) and set up a budget in DAI.
  • Whenever possible, to minimize the number of PO amendments, the traveler should request to fully budget annual anticipated travel (and other USU) expenses in DAI.
  • The traveler should initiate the necessary travel orders in DTS to encumber the funds in DAI.
  • Following completion of the trip, the traveler must complete a voucher in DTS (and send a copy to HJF’s Travel Office.) If the trip is funded by an HJF cost center, FMG will automatically bill HJF for the amount the traveler is paid by the Defense Finance and Accounting Service (DFAS.)
  • HJF will reimburse USU and charge the expenses to the specified education program, endowment or “M” account.