The BHECN-ARPA Team is writing to provide guidance and clarification for your awarded projects.
Staffing Changes:
As projects continue to progress and/or begin, we understand an organization may undergo staffing changes. In the case of a project lead, project director, or principal investigator change, you must notify the BHECN-ARPA Team. This change will not affect the amount of funding or project requirements. A change in personnel of the project lead, director, or principal investigator requires us to initiate an amendment with UNMC SPA. Please alert the BHECN-ARPA Team of the change via email and include the following information:
- Project number or application number
- Outgoing project lead, director, or principal investigator and their credentials.
- Incoming project lead, director, or principal investigator and their credentials.
- Contact information for the new project lead, director, or principal investigator.
- Date in which the new project lead, director or principal investigator will begin their role.
Travel Policy Clarification Notice:
All travel costs must be included in the budget and:
- The cost must be allowable under both the provisions of 2 CFR Part 200, Subpart E in addition to the terms of a specific award. Such travel must provide a direct benefit to the project;
- The cost must be allocable—the expenses can be associated to a project with a high degree of accuracy;
- The cost much be reasonable—the cost reflects what a “prudent person” would pay in a like circumstance.
For projects which include travel as a component of their funded project, please ensure that all travel follow your company/organization’s policies, if these policies are in line with the below policies. These policies are in line with the federal, GSA policies. If you would like to confirm your travel is compliant, you may contact Caitlyn Wayment at cwayment@unmc.edu.
- Travel via personal vehicle:
- Personal vehicles may be used for travel and can be reimbursed for mileage or gas, but it must be consistent across the funding period. You cannot reimburse for gas one day, and then mileage the next.Mileage reimbursement rates must not exceed the current IRS Standard Mileage Rate at the time of travel. As of Jan. 1, 2023, the IRS Standard Mileage Rate is 65.5 cents per mile, 22 cents per mile for medical and moving purposes, and 14 cent per mile for charity purposes.Please use the mileage reimbursement form or a similar form.
- The mileage reimbursement form should be submitted with invoices that include travel via personal vehicle.
- Travel via rental vehicle:
- If a rental vehicle is advantageous to the Government, rental car costs are covered in full; this includes rental car insurance and gas.
- Travelers must use the least expensive compact car available unless an exception for another class of vehicle is approved.
- Please submit receipts or proof of purchase for all rental car costs with invoices including travel via rental car.
- Commercial air travel:
- When air travel is the most reasonable means of travel, a traveler is expected to use commercial (not private) airlines.
- The traveler should book a ticket not to exceed the price of the least expensive pricing in the coach section of the aircraft. Premium seating, advanced seat assignments, and early-bird check-in fees are not reimbursable expenses.
- Travelers may be reimbursed for baggage fees on airlines which charge a fee for bags. They cannot be reimbursed for overweight baggage fees.
- Any traveler choosing to upgrade a ticket will be personally responsible for that upgrade.
- Proof of purchase or receipts must be submitted with invoices which include commercial air travel.
- Additional forms of transportation:
- Additional transportation associated with travel (i.e., public transportation, Uber/Lyft, taxi’s) are allowable expenses.
- Please provide proof of purchase or receipts with invoices including additional forms of transportation.
- Lodging:
- Lodging expenses include hotel chains, campgrounds/parks, AirBnb, HomeAway, VRBO, and similar sources.
- Travelers are expected to book lodging that is reasonable and relevant for the specific destination, time of year, and business purpose.
- Meals and Per Diem:
- Meal expenses incurred during travel shall be reimbursed on a per diem basis. If your entity is a State Entity, you must follow the Nebraska State Rates pursuant to LB381.
- The State Entity Per Diem rate, at the destination point, shall be 70% of the relevant federal rates.
- If your organization is not a State Entity, the Per Diem rate is determined by the federal GSA rates for the destination point.
- Federal Per Diem rates can be found online at https://www.gsa.gov/travel?gsaredirect=travel
- The first and last days of travel will be prorated at 75% of the allowed Per Diem rate.
- Any meal that is provided shall be deducted from the daily Per Diem rate (i.e., meals included in a conference fee).
- Alcohol, and the associated tips and taxes, are not allowable expenses.
- Groceries will be part of the traveler’s daily Per Diem allowance.
- You can use the Per Diem rates or cost reimbursement, but you cannot choose both in a single trip. For example, if you get reimbursed the Per Diem rate for meals one day, you cannot get reimbursed for actual costs of meals the next day.
- Please ensure all receipts and proof of purchase are submitted with invoices.
The traveler should be working direct on the project and that should be documented in the budget or scope of work. If the traveler is not included in the budget or scope of work, additional information may be requested.
Travelers must provide all required receipts that are detailed and itemized for all business-related travel expenses. Detailed and itemized receipts must include:
- The item(s) purchase
- The name of the business where the transaction took place
- The transaction date/time
- The amount of the transactions
If you have any questions or concerns about the above information, please contact Caitlyn Wayment (cwayment@unmc.edu) or the BHECN-ARPA Team.