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Section 10: Travel for Subgrantees

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Introduction

A project director or other person working under a grant sometimes has occasion to travel to gain knowledge of benefit to the grant. Such occasions may include attending a national or regional workshop or conference or obtaining special training relevant to the grant.

To be considered for inclusion and approval in a traffic safety grant, out-of-state travel must meet certain criteria. The grant agreement must also include provisions that allow the travel.

Once the trip is taken, there are requirements for requesting reimbursement for and reporting on the trip.

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Criteria for Reimbursement

To qualify for approval and reimbursement, the travel must be:

  • necessary to assist in the completion of project and program goals and objectives
  • specific to the purpose of the project (for example, an anti-DWI conference for a community alcohol project)
  • appropriate to the position and responsibility of the individual or individuals traveling (for example, community project director to community project seminar)
  • of direct benefit to the state, with such benefit unavailable through other means (for example, travel for a national, one-of-a-kind event).
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Grant Inclusion

For travel to be considered for approval, the grant must include the following:

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Requirement

Explanation

Sufficient Travel Funds.

The grant budget should contain funds for travel. A line item for out-of-state travel or specific trips is not required. However, an indication of specific trips is recommended when known at the time of grant negotiation and approval.

Sufficient funds in the “other direct cost” category of the budget to cover registration fee, if required.

If the conference or out-of-state event requires a registration fee, sufficient funds will need to be budgeted and included in the “other direct cost” category in the approved project budget.

Provisions for out-of-state travel.

The grant must contain a provision that allows for out-of-state travel upon TxDOT approval and requires this approval prior to travel and reimbursement. (See example following this table.)



The provision for out-of-state travel could read as follows:

“For out of state travel expenses to be reimbursable, the subgrantee must have obtained the written approval of the Texas Department of Transportation prior to the beginning of the trip.”

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Requesting Approval

Reimbursement for out-of-state travel expenses requires prior TxDOT Traffic Operations Division (TRF) approval of the trip. To request approval for out-of-state travel, a subgrantee must:

  1. Ensure that the grant contains necessary provisions and that there are sufficient funds to cover the cost of the trip.
  2. Submit an Out-of-State Travel Request (through eGrants) for approval to the district project manager (the TSS, for local subgrantees) or the statewide program manager (for statewide subgrantees). The Out-of-State Travel Request is located under “Supplemental Approvals” and can be found in the “Examine Related Items” section of the grant.
  3. Click on the “View Related Items” button.
  4. Click on “Initiate a Supplemental.”
  5. Select “I Agree” when prompted “Are you sure you want to create a Supplemental Report?”
  6. Click on the “View, Edit, and Complete Forms” section of the grant to view all available supplemental forms.
  7. Choose “Out-of-State Travel.”
  8. Complete and save the form.
  9. Complete the checklist request process by changing the status of the form (found under “Change the Status”) to “SR Submitted.” Once the status of the request has been changed to “SR Submitted,” the request will be electronically forwarded to the appropriate project or program manager for review.
  10. The request must include:
    • the purpose of the trip
    • the trip dates
    • the location
    • the registration fee (if applicable)
    • the persons involved and the relationship of the individuals to the particular trip
    • the estimated cost (travel, per diem, registration fee, etc.)
    • the benefit to the grant.

Travel to attend in-state meetings or training does not require written authorization from TRF if the travel is included in the grant budget; however, the program or project manager must be notified by e-mail or correspondence prior to the trip. Following completion of the meeting or training attended, either out-of-state or in-state, each attendee will fill out a Report of Meeting Attended (located under “Toolbox” on the eGrants Help Page) and submit it to the project manager or program manager for the file of record by attaching the report to the corresponding Performance Report.

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Out-of-State Travel Request Processing

A TxDOT district project manager receiving an out-of-state travel request will forward it to the appropriate program manager within TRF-TS.

Upon receiving a travel request in writing, TRF-TS will evaluate it and send a response through eGrants approving or denying the trip with an explanation to either the subgrantee (in the case of statewide grants) or the district project manager (in the case of local subgrantees).

For district-managed grants, the district project manager will forward the TRF-TS response to the subgrantee.

For more information on the out-of-state travel approval process, see the Supplemental Approvals Flow Chart.

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Requesting Reimbursement

To request travel reimbursement, the subgrantee must:

  • include the cost of the trip in a monthly or quarterly Request for Reimbursement (RFR)
  • include a receipt for registration fee paid (if the registration fee includes certain meals, then these meals should not be claimed again for reimbursement)
  • submit a brief trip report with the RFR (the length and content will be determined by the type of trip involved).
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Form

The Report on Meeting Attended Form, to be completed for all meetings and trainings, is available on the eGrants Help Page.

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