Per U.S Office of Management and Budget’s Uniform Guidance, 2 CFR 200.474(a), travel Costs for our Federal Awards are defined in the as “the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of the non-Federal entity.”

Uniform Guidance requires that we apply our policies and procedures consistently to both federally-funded and other activities of the university. As a result, travel requests and reimbursements for sponsored projects are processed in accordance with University travel procedures as defined in Travel Policy 10.049 and in the University of North Texas Travel Guidelines.

While federal and most non-federal sponsors require that travel be in accordance with the recipient (UNT) travel policies, it is important that you review the specific terms and conditions of your award and the corresponding sponsor guidelines to ensure that you are in compliance with their requirements. Certain awards may be more restrictive and may require specific sponsor prior approval, even when included in the proposal budget.           

When determining whether or not and travel charges are allowable, the University of North Texas considers the following factors:

  • The travel is necessary to fulfill the programmatic objective of the project and directly benefits the program being charged, and the cost of the travel is reasonable and allocable to the award.
  • There is a clearly defined relationship between the traveler and their involvement in scope of work being performed.  That relationship should be documented in the travel documentation.
  • Contributed paid or unpaid effort (normally cost sharing) to a project normally provides sufficient documentation of that relationship. 

Foreign Travel

Traveling abroad on federal awards must comply with the Fly America Act and the Open Skies Agreements. To assist in that process, please look at the procedures on the Grants and Contracts Administration website.