• Grants Office
  • Travel Advances


    General Information 

    • Travel advances cover anticipated expenses of $50.00 or more
    • Only one travel advance per person may be outstanding at any give time


    Advances Will Cover  

    • 100% of all transportation costs. Important Reminders: All travel must be via economy class only. Exception: train travel via Amtrak Business Class between any two stations on the Boston/Washington DC route is permitted. All air transportation must be booked in economy class on U.S. Flag air carriers only whenever available, per the Fly America Act. For U.S. air carriers that have code-sharing arrangements with foreign air carriers, the ticket must be issued with the U.S air carrier's call letters (the two characters that preceed the flight number) and flight number to qualify for reimbursement. Written justification must be provided whenever a foreign air carrier must be used. Lower cost is not an acceptable justification for use of a foreign carrier instead of a U.S. carrier. Your sponsor may have further restrictions; check with your Project Administrator.
    • Up to 80% of all other estimated travel-related expenses in accordance with the current State and Federal Per Diem Rates, or in accordance with any other limits specified in an award agreement. Note that 75% of the meals and incidentals per diem is allowed on the first and last day of domestic travel.
    • You may include in your travel advance request, anticipated local travel, conference or course registration and visa fees, if any.


    Obtaining a Travel Advance  

    • As soon as travel plans are set, but no later than three weeks before departure, submit a Travel Authorization and Request for Advance Form (RF 040) to OTPS
    • Itemize the expenses for which you are requesting an advance


    Document Tracking
    To track the progress of Travel Advance requests submitted to RF, refer to E-Services/Document Tracking - OTPS. You must have a copy of your Travel Advance form with the bar code number reference at the top of the form.
         

     After Returning from Your Trip 

    • You will still need to follow the procedure for submitting a Travel Reimbursement. There is a space on form RF 041 to indicate the amount of any advance you have received.
    • You will be issued a check for any remaining balance owed for your expenses


     

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