Grad Student Conference Travel

[swen...@umn.edu]

Hello CAs,

I have an odd scenario that I'm hoping I can get some guidance on. A PI in my department has an NSF grant that is specifically for a conference that was held in Minneapolis this past August. He has a graduate student that was appointed part time on this grant during the summer leading up the conference and during the week of the conference. Apparently she was working remotely from her home in Virginia during the time before the conference. I just received a travel reimbursement request for this grad student to travel from Virginia to Minnesota (and back) to attend the conference. It includes airfare, meal per diems & uber/lyfts.

Given that she was appointed as a Grad RA during this time and the conference is in Minnesota - would you approve the request for reimbursement to attend the conference?

Thank you!

[Erin Flathmann]

Hi Sarah,

Our CoP subcommittee discussed our thoughts and came to this conclusion: we would approve it as long as: 1) The graduate RA and the supervisor attest to grant-related work being completed remotely, and 2) the justification is sound (conference was budgeted as part of the grant, or presenting at it is in line with the scope of work).   While it may be a more abnormal work location scenario for the PI's department or field of study, it is not that different from a graduate RA working in Minneapolis and traveling to Virginia for a conference.  

[mcdo...@umn.edu]

It sounds like the conference reimbursement would be allowable to the sponsor, and allocable in that attending the conference was beneficial to the project.  So the question is, is this reasonable.  

I would say it would be reasonable if she was working remotely for majority of the project, or working remotely in Virginia because there is was a benefit to the project, etc.  

I would say it would be unreasonable if she was in Virginia because of a choice of her own.  

You probably want to get additional justification from the PI and grad why they feel this is reasonable, to help make your determination. 

If you're leaning towards unreasonable tell the PI that you need sponsor approval before you can approve the expense.  If the sponsor approves then I would approve.

[Nicole Pilman]

I would like to suggest that if you haven't done so already you should contact Beth Tapp to confirm allowability based on the University's travel policy.  To do so, you should submit a ticket through the helpline (contr...@umn.edu or 612-624-1617).

[swen...@umn.edu]

Thanks - I submitted a ticket this morning. After receiving some additional information from the PI there were a couple more issues with the reimbursement I wasn't sure how to address.