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Grant Management & Financial Oversight

Travel Trouble: Why “Just Charge It to the Grant” Isn’t Always Safe

Travel is one of the most common — and most confusing — categories of sponsored project expenses. Between federal regulations, sponsor-specific guidance, and institutional travel policies, it’s no wonder research administrators, PIs, and even central office staff often feel like they need a boarding pass just to navigate what’s allowable.

You’ve found the conference of a lifetime—super exciting! It checks all the boxes of topics you’re interested in; you have funds available on your grant, and it’s being held in a warm, beachy location you’ve never visited before. How could you not go?

Before you click that registration button, take a pause. A few key considerations could make the difference between a reimbursable trip and one you end up paying for personally.
 

1. Is travel included in the award budget?
   This is especially critical for international travel, which must be specifically listed in the approved budget to be allowable. If it’s not there, sponsor approval is required before you book. Some institutions may also require an export control or research security review.
    
2. Does the travel occur within the award period?
   Travel that takes place after the award ends doesn’t benefit the project—even if the expenses were prepaid while the award was still active. While dissemination activities are valuable, they aren’t automatically allocable to the project unless the sponsor gives written approval.
    
3. Does the travel directly benefit this project?
   If the conference is more about general professional development or networking in your field, it shouldn’t be charged to a specific grant. Ask yourself:
    
   • Am I presenting on research funded by this grant?
   • Will I acknowledge this award in my presentation or poster?
   • Does the travel directly align with the project’s stated objectives?
   • Will my labor be charged to this grant during the travel dates?
   • If there’s an annual report, would this travel be included as part of the project’s progress?
   • If you answer “no” to any of these questions, pause before charging the trip to the award.
      
4. What if the travel benefits multiple grants?
   Think about it like this: Imagine two friends, Alex and Jordan, share a Netflix account. Alex mostly watches documentaries, while Jordan only streams comedies. If Alex decides to upgrade to a premium plan because they want 4K quality for a new documentary series, it wouldn’t be fair—or accurate—to have Jordan pay half of the total bill. Both benefit from the account, but in different ways, and costs should be shared based on use.
   The same principle applies to travel. If a conference supports multiple projects, each grant should only cover the portion that reflects its true benefit. Charging one award for everything might seem simpler, but it can misrepresent how funds are used—and that’s a quick way to land in audit territory.  

 
Travel can be an exciting part of research, offering opportunities to share knowledge, collaborate, and grow professionally. But ensuring those costs are properly justified and allocable is key to keeping your projects (and your budget) in good standing.

AI Note: I have used Artificial Intelligence to assist with writing and editing the submitted manuscript. Specifically, I used OpenAI’s ChatGPT to help refine the tone, clarify language, and condense content for readability and word count limitations. The content and ideas are entirely my own, and the AI was used as a writing assistant to improve clarity and flow.

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