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Below is a list of items we would like to highlight as they are usually the most problematic when requesting reimbursement on sponsored projects: 

  • Airbnb and similar vendors are not allowed on sponsored projects. Currently the documentation from Airbnb does not sufficiently provide the detail that a hotel folio does.  It does not demonstrate that the BC traveler for whom reimbursement is sought stayed at that location and paid for the expenses themselves. BC can only reimburse travelers for expenses directly related to and incurred for the benefit of the sponsored project with detailed receipts. Airbnb does not currently provide that type of detailed receipt and therefore is not acceptable on sponsored projects.  OSP is reviewing this policy in concurrence with the sponsoring federal agencies.

  • Lodging per Diem is not allowed on sponsored projects except with prior OSP approval. Example exceptions would be for lodging costs in a remote location or for a situation where standard accommodations are not available. These would require approval before traveling.

  • Discount lodging sites such as Expedia and Travelocity are not generally allowed on sponsored projects. Reimbursements for lodging expenses incurred on these sites are generally not allowed because the receipt for expenses do not provide detail on the breakdown of the individual costs. We need to see the detailed receipts to ensure that that there were no unallowable costs charged against the sponsored project. If additional documentation is received from the place of lodging demonstrating the breakdown of all costs (including taxes) then this charge may be allowed. The burden of providing this documentation is on the traveler.  In order to avoid any possible issues with the traveler’s reimbursement request, do not use these sites.   

  • Bundling of airfare and lodging is not allowed on sponsored projects unless each cost is clearly detailed out. 

  • Any flight (or other activity) upgrade not medically necessitated is not allowed on sponsored projects.  Upgrades due to Medical issues needs a medical note prior to taking the trip.  In accordance with federal regulations and BC policy regarding travel on sponsored projects, it requires the traveler to use the coach class category when booking travel. Any expenses charged to a sponsored project is to be for the direct benefit of the project. Convenience is not a factor any costs other than straight coach class airfare is unallowable.  If there is an extenuating circumstance that involves other costs, please discuss with your grant administrator prior to booking the trip.   

  • Car rentals are normally not allowed on sponsored projects. This is for the same reason as the upgrades above, car rentals are generally not a necessity and are therefore unallowable. There are usually shuttles and/or taxis to attend a conference or to get you to your hotel from the airport . If your travel requires you to go to a remote location then a car rental may be appropriate. It is highly recommended you discuss this with your grant administrator and receive prior approval before making a  reservation for a  rental car.  This will avoid issues when submitting for reimbursement upon your return.

  • Meals related to a scientific meeting (local or otherwise) are not allowable on sponsored projects. There are multiple issues related to charging meeting meals (we are NOT talking about meals for an individual traveling) to sponsored projects. There are both federal and sponsor regulations pertaining specifically to meeting /meal costs that may make a request unallowable. Both the NIH and NSF have language (not the same) regarding meeting meals that must followed. In addition we must be able to demonstrate that the meal  was directly related and benefited the sponsored project and  should be clearly stated in your approved budget. If you have any questions related to charging a meeting meal to your grant, please contact your grant administrator before incurring any costs.

    • Example of an allowable meeting meal cost:  A Conference grant with a formal detailed agenda which would  include costs for breakfast/lunch/ dinner due to presentation/speakers/  and discussions throughout the day and clearly stated in the approved budget justification. A list of participants also needs to be included.

    •  Example unallowable meeting meal: Breakfast/lunch/Dinner with collaborators to discuss research or lab parties out of appreciation.

  • Paying out of pocket expenses for other travelers (including graduate students) should be  avoided. We should be providing reimbursements directly to the individuals who are incurring the travel costs on sponsored projects. The best practice is for all travelers to incur their expenses individually and then submit for reimbursement – this avoids any confusion about who paid for what and why, and how it was directly related to the sponsored project.

  • Per diem for travel days is calculated at 75% of the city rate, effective for the day of departure.  For example, if the traveler leaves at 5AM for a flight and returns after midnight the next day for a single day trip, the per diem rate remains 75%.

  • Always provide a business purpose, a detailed original receipt, and a method of payment to reimburse any expense.

  • Sales tax generally can’t be reimbursed or paid on grants. This includes online transactions such as amazon.com and all purchases made in the state of MA, including car rentals.  Exceptions are only for out of state travel such as hotel tax.

  • Memberships are considered professional development and are not allowed on federal grants.  This includes memberships that are required for presenting at conferences and workshops.

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