Paying Back Travel Reimbursement

[Lisa]

I have a PI that traveled to a conference and paid for the conference registration fee out of pocket.  He was since reimbursed by the University of MN for the registration fee and it was charged equally between an NSF and NIH grant.  Several months after returning from the conference, the conference organizer also reimbursed the PI for the same conference registration fee.  The PI did not know this would happen.  He has now written a check to the University of MN to pay back the registration fee reimbursement that was charged to both projects.

In the past to deposit a check for an incorrect reimbursement on a sponsored project, we have moved the expense to non-sponsored funds and did a departmental deposit.  Is this the correct way to handle this situation?

[csch...@umn.edu]

Hi Lisa - I believe you would want to follow the process shown here: http://policy.umn.edu/finance/accountspayable-proc02

[Heidi Huff]

I have always used this method:  move the expense to a non-sponsored string and deposit to that same string.

I have used the policy procedures referred to when it comes to deposits due to overpayment to subawards or other related activity.