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Grants Managment

Grant Funded Travel

ORSP will only process travel that will be expensed against external grant funds. Reimbursement for travel utilizing external grant funds is not limited to the $1,000 maximum currently in place for university travel. However, the amount and purpose for the travel must meet the programmatic and budgetary guidelines established within the grant/contract. In addition, travel expenditures must comply with the policies and procedures set forth in the Kean University Travel Manual.

Procedure for Travel Approval
(Applies to conference travel and other travel which is not part of the normal job responsibilities)

Required forms:

• Grant Funded Travel Form
• Request for Travel Authorization Form

1. Complete both forms and get the appropriate signatures (Department Chair/Director and Dean/Supervisor).
2. Forward the form to ORSP for Grant Officer approval.
3. Grant Officer will forward to VP Academic Affairs.
4. The forms will then go to VP Administration and Finance and the Ethics Officer
5. The forms are then sent to Financial Services who will assign a Blanket Travel number (BT).
6. The employee will receive a copy of the Travel Authorization form with a BT number through internal mail.
7. A Prepayment Check Request Form may be used to receive payment in advance for hotel, airfare, registration, invoice, etc. This must be requested a minimum of TWO weeks prior to the travel date.

Procedure for Mileage Reimbursement
(Applies to travel related to normal job responsibilities)

The originating department enters a blanket purchase order in the travelers name with an estimate of the amount that will be reimbursed for the entire year.

Procedure for Payment

1. For reimbursement once the travel occurs, complete a Travel Expense Voucher Form, and attach all receipts. Forward to Jessica Bances in Financial Services for processing. The form and receipts must be submitted within 45 days upon return from travel.
2. For mileage reimbursement it is recommended that mileage reports and toll receipts be submitted to Financial Services on a monthly basis.

All grant-funded travel requests must be made using the Web-posted forms. These forms, to be signed by the corresponding grant project director and sent to ORSP for processing, should be used in lieu of the Travel Authorization Forms. Project Directors will receive copies of the form with the Authorization T-Number. We ask the project directors to send copies to their academic deans or immediate supervisors as appropriate.

GRANT-FUNDED TRAVEL FORM