Personal Reimbursements

You and your staff may be reimbursed when personal funds are used for project-related purchases less than $1,000, if allowable under the grant or contract and RF policies and procedure, and sufficient money is available in the fund.

To be reimbursed for general expenses, a Disbursement Request Form along with original itemized receipts must be submitted to your grant specialist. To avoid being out of pocket and ensure the expense is allowable, you can submit a purchase requisition to order the items though the Purchasing Department.

Hospitality
Hospitality or hosting refers to expenses related to meals (catered or restaurant), alcoholic beverages and/or light refreshments, entertainment services, all expenses relating to the hosted events, promotional items, gifts, awards, service recognition, and travel. Hosting includes expenses for activities that promote employee morale or promote the university to the public.

Hospitality expenses may not be charged to grants and contracts (5 ledger funds) unless the proposal narrative addresses these activities as an integral part of the program or approval is obtained by the sponsor agency. For more information including specific policy, including meal maximum rates, additional approvals please consult the Hospitality Policy. (PDF Format, 233KB)*

Travel and Mileage

Travel:

To be reimbursed for travel expenses from a grant/contract fund, the awarded budget should include travel funds, and you must be traveling on research foundation business related to the scope of work for the award being charged. There may be travel restrictions or specific fixed reimbursement levels defined by your award and/or sponsor agency. Contact your grant specialist for more information specific to your award.

Please consult the general SDSURF Travel Guidelines for more information regarding transportation, lodging, per diem, travel advances, as well as the process for travel reimbursement.

International Foreign Travel and Work:

All individuals traveling to foreign countries on SDSURF business MUST report their travel plans to the SDSURF risk management staff 30 days in advance of the trip in order to be covered by the research foundation's foreign travel liability insurance policy.

All travelers must submit a Foreign Travel Questionnaire (PDF Format, 1.03MB)* to risk management. SDSURF's risk management staff may be reached at 619-594-4139 or riskmanagement@foundation.sdsu.edu.

While traveling internationally, PIs and project staff should also be aware of any requirements related to export controls. Please contract SDSU’s Export Control Officer for additional information and/or see: Export Control | SDSU.

Please note that most federally-funded programs require travelers to use U.S. flag carriers in accordance with the Fly America Act. Contact your SRA/Grant Specialist Directory
(Login with SDSU ID required). for details.

Mileage:

When traveling for SDSU Research Foundation business, mileage may be reimbursed if allowable under the award term and conditions. Mileage reimbursement rates are set by the IRS and generally change annually.

Mileage Reimbursement Request 2023 Standard Form   (Excel Format, 43KB)* (Updated 1/5/23)

Please consult the PAG for additional information regarding Mileage Reimbursements.

Subcontracts

A subcontract is necessary when a PI has identified an external organization that will conduct a portion of the scope of work for a project awarded to SDSU Research Foundation.

PIs work directly with the Sponsored Research Contracting and Compliance department to set up the sub-award agreement. Once the subaward is in place the agreement is passed to the grant specialist and is managed as a part of the prime award.

PIs are responsible for acting as the technical monitor of the subagreement and overseeing the performance of the subrecipient to ensure satisfactory completion of the scope of work. SRA is responsible for subrecipient monitoring in accordance with federal requirements, award specific terms and conditions, and research foundation policies and procedures.

Please see the Project Administration Guide Subagreement Procedures for additional information on the subaward process and monitoring responsibilities.

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