Per Uniform Guidance (200.474) travel costs charged directly to federal awards must be consistent with UMBC’s travel policy. Charges are considered reasonable and allowable if there is consistency in charging to both the sponsored award and non-sponsored projects and the traveler is in travel status on official business of the university. The below are excerpts from UMBC Travel Policy VIII-11.00.01:
· Airline bookings should be made using the least expensive logical fare.
Ø The UMBC requirement to purchase the least expensive logical fare and Uniform Guidance specifically stating “costs in excess of the basic least expensive unrestricted class is unallowable” precludes travelers from purchasing unrestricted airfare.
· The cost of flight insurance is not reimbursable.
Ø Flight insurance may be purchased at the traveler’s expense but is not considered an allowable charge to a sponsored award.
· If the traveler must change thier plans for the convenience of the campus or if changes are the result of a personal emergency, the campus will pay any penalty fees incurred. (Reference USM BOR policy VIII-11.00-1.2) Any change caused by a personal emergency requires a memorandum from the next higher authority and must be approved by the Dean or Vice President.
Ø Cancellations/changes by the airline or conference sponsor are considered changes for the convenience of the campus. Any fees resulting from this change/cancellation would be an allowable charge to a sponsored award.
Ø The occurrence of these charges cannot result in the need for additional funding requests to the sponsor. The scope of work must be able to be completed within the approved sponsor budget provided.