| (a) Travel costs for Grant Recipients are allowable
based on the State of Texas travel policy, administered by the Texas
Comptroller of Public Accounts, provided that costs are deemed by
the Institute to be reasonable and necessary. The Institute will not
reimburse a Grant Recipient for travel expenses in an amount that
exceeds the standards in the State of Texas travel policy.
(b) Grant Recipients must provide adequate supporting
documentation when requesting reimbursement for travel expenses on
a Financial Status Report pursuant to §703.24.
(1) A separate travel expense report should be submitted
for each trip taken.
(2) Meal costs may be charged on an actual cost basis
or on a per diem, provided that one method is used uniformly on an
entire trip.
(3) Lodging expenses must be supported with either
a receipt or, if a receipt is unavailable, the canceled check or credit
card slip used to pay the lodging expense, the credit card billing
on which the lodging charges appear, or a copy of the check, slip
or billing.
(4) Mileage must be supported with a detailed record
of actual point-to-point mileage with odometer readings or copies
of mapping website mileage. Mileage should not be rounded to the nearest
decimal point.
(5) Transportation expenses must be supported with
a receipt or itinerary. If neither is available then a Grant recipient
should provide the canceled check or credit card slip used to pay
for the transportation, the credit card billing on which the transportation
charges appear, or a copy of the receipt, check, slip or billing.
(6) Rental of motor vehicles must be supported by a
receipt and/or rental contract.
(7) Incidental expenses must be supported by an itemization
of the expenses incurred.
(c) International travel must either be part of the
Grant Recipient's approved budget in the Grant Contract, or the Grant
Recipient must receive prior approval from CPRIT for the international
travel if the international travel is added to the budget subsequently.
(1) International travel costs may be reimbursed according
to the United States Department of State rates, if the costs are deemed
by CPRIT to be reasonable and necessary.
(2) Grant Recipients should submit requests for reimbursement
in United States dollar amounts. If the original cost is in a foreign
currency, the Grant Recipient must convert the cost to a dollar amount
and provide documentation of the exchange rate used for the conversion.
(d) Nothing herein prohibits a Grant Recipient from
having more restrictive internal travel policy requirements.
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