{"id":61,"date":"2017-10-04T20:29:02","date_gmt":"2017-10-04T20:29:02","guid":{"rendered":"https:\/\/www.macalester.edu\/160-grants-accounting\/grant-funded-travel-expense-payment-options\/"},"modified":"2024-08-22T16:41:29","modified_gmt":"2024-08-22T16:41:29","slug":"grant-funded-travel-expense-payment-options","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/grants-accounting\/policies\/grant-funded-travel-expense-payment-options\/","title":{"rendered":"Grant Funded Travel Expense Payment Options"},"content":{"rendered":"
\n
\n \t \t

The purpose of this policy guideline is to summarize payment options for faculty and student travel expenses paid with grant funds.<\/p>\n \t <\/div>\n<\/section>\n\n\n

PI\/PD travel payment options: (Listed in order of preference)<\/h2>\n\n\n\n
    \n
  1. PI\/PD grant specific pcard<\/li>\n\n\n\n
  2. Direct payment to vendor for transportation, lodging and conference fees<\/li>\n\n\n\n
  3. Travel cash advance<\/li>\n\n\n\n
  4. Reimbursement for out-of-pocket expenses<\/li>\n<\/ol>\n\n\n\n

    Student travel payment options to attend conference\/professional meetings with PI\/PD: (Listed in order of preference)<\/h3>\n\n\n\n
      \n
    1. PI\/PD pays for student travel expenses with a grant specific pcard (Mac & non-Mac students)<\/li>\n\n\n\n
    2. Submission of \u201cGrant Funded Student Travel M & IE per diem Request\u201d(Mac & non-Mac students)a. Ten (10) day maximum per event
      b. Not to exceed Federal per diem rates
      c. First day and last day are calculated at 75% of daily per diem<\/li>\n\n\n\n
    3. Student cash advance (Mac students only)
      a. Maximum advance of $500
      b. Student signs \u201cStatement of Personal Responsibility\u201d<\/li>\n\n\n\n
    4. Declining balance pcards (Mac & non-Mac students)
      a. Minimum of three (3) weeks lead time to order declining balance pcard
      b. Requests submitted to Purchasing & Accounts Payable Manager
      c. Standard pcard reporting required
      d. PI\/PD reconciles and approves pcard via 3rd<\/sup> party software
      <\/span>e. Maximum limit of $500
      f. No ATM capabilities
      g. Student will retain and submit all receipts to PI\/PD
      h. Declining balance pcards are returned to Business Services after the event
      i. Unused funds will revert back to Macalester
      j. Student signs \u201cStatement of Personal Responsibility\u201d<\/li>\n\n\n\n
    5. Student reimbursement (Mac & non-Mac students)a. Receipts submitted with \u201cPayment Request\u201d<\/li>\n<\/ol>\n\n\n\n

      Travel expense reporting requirements:<\/h4>\n\n\n\n
        \n
      1. Receipts are always preferred<\/li>\n\n\n\n
      2. Receipts are required for transactions $75 and over (IRS reg.)<\/li>\n\n\n\n
      3. Group meals
        i.    Request a separate check for your meal
        ii.   Use a smartphone to take a photo of your portion of group meal tally
        iii.  If your portion of the meal is $75 or over, itemized receipts are required.<\/li>\n\n\n\n
      4. When receipts are not available, options are:
        a. Keep a log of small expenses and certify federal funds were not used for unallowable purchases.
        b. Utilize the \u201cMissing Receipt Declaration\u201d form for purchases $75 and over.<\/li>\n\n\n\n
      5. Refer to Grants Accountant at 651-696-6354 for specific details on unallowable expenses<\/li>\n<\/ol>","protected":false},"excerpt":{"rendered":"

        PI\/PD travel payment options: (Listed in order of preference) Student travel payment options to attend conference\/professional meetings with PI\/PD: (Listed in order of preference) Travel expense reporting requirements:<\/p>","protected":false},"author":1,"featured_media":0,"parent":62,"menu_order":0,"comment_status":"open","ping_status":"open","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-61","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/pages\/61","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/comments?post=61"}],"version-history":[{"count":4,"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/pages\/61\/revisions"}],"predecessor-version":[{"id":581,"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/pages\/61\/revisions\/581"}],"up":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/pages\/62"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/grants-accounting\/wp-json\/wp\/v2\/media?parent=61"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}