Basic Policies

All proposals for externally funded research projects must be submitted through the Office of Grants and Contracts (OGC) and must have an approved UH Transmittal Form attached.  The dean must approve all such proposals by signing the UH Transmittal Form.

All new Principal Investigators (PIs) are encouraged to set up a new PI meeting with OGC.

All grant-related expenditure documents must be approved by the PI, a certifying signature and the appropriate OGC grant administrator.

Travel Funded by Grants

Domestic Travel

The University of Houston’s institutional travel policy (MAPP4.02.01B) generally governs the reimbursement of research-related domestic travel expenses.  In some instances, however, the sponsoring agency may impose more restrictive travel regulations.  If so, the agency's regulations must be followed.  Only the contracting officer of the funding agency has the authority to allow any exceptions to agency policy.  If a P.I. wishes to obtain the sponsor’s approval of an exception to agency travel rules, he or she should write a letter requesting the exception and forward the letter to the Office of Contracts and Grants for co-signature and processing. 

Foreign Travel

The definition of foreign travel may differ from sponsor to sponsor.  Therefore, each award must be examined for this definition.  For example, many agencies do not consider travel to Mexico and Canada as foreign travel.  The award must also be examined for prior approval requirements, if any.  Prior approval, when required, is often given only on a trip-by-trip basis.  The PI who wishes to obtain the sponsor’s approval for foreign travel should write a letter requesting approval for the trip and should forward it to the Office of Contracts and Grants for co-signature and processing.

The University of Houston’s institutional travel policy generally governs the reimbursement of research-related foreign travel expenses.  Each award must be examined, however, to see if the sponsor has specific regulations about the reimbursement of foreign travel expenses.

Section 5 of the International Air Transportation Act of 1974 (49 U.S.C. 40118) requires travelers to use U.S. flag air carriers (or carriers under a code-sharing arrangement with a U.S. flag air carrier) to the maximum extent possible when commercial air transportation is the means of travel between the United States and a foreign country or between foreign countries and when travel is supported, in whole or in part, by a federal grant or contract. This requirement may not be influenced by factors of cost, convenience, or personal travel preference, and because it is a law and not a regulation, it cannot be waived by the University or by the sponsoring agency.

Travel Charged to Two or More Budgets 

Auditors carefully review travel charges that are split between two or more budgets so as to be sure that charges have been properly allocated. When preparing your travel voucher, it is important to be clear about the purpose of the trip and the distribution of charges.   The voucher must indicate the primary purpose of the trip along with the project or budget that was the primary beneficiary of the trip.  This information is necessary to justify the division of transportation and per diem expenses.   Additionally, each day's activities and expenses must be listed and correlated to a specific project.  Please see the attached worksheet, which will help document travel charges to more than one account. 

Travel Advances

A sponsored project cost center may not be used to fund travel advances.