All entertainment expenses must comply with the policies and procedures of the University. In addition, if grants or contract agreements outline additional policies over those of the University, those policies must also, be adhered to.In accordance with OMB Circular A-21, “Cost Principles for Educational Institutions”, the following items may not be charged to any federally sponsored grant, contract, or other agreement with Duquesne University:Section J.2- “Costs of alcoholic beverages are unallowable”.
Section J.15 “Costs of entertainment, including amusement, diversion and social activities and any costs directly associated with such costs are unallowable”.
- Tickets to shows or sporting events
In the event that the program is sponsored by an entity other than the Federal Government please consult the specific terms and conditions of the award to determine allow ability of such costs.
All travel costs charged to grants and contracts including transportation, lodging, and meals must be reasonable and in accordance with the general policies of Duquesne University, as well as the sponsor, as outlined in the specific award agreement.
Travel policies of federal and non-federal sponsors may vary. In the event that the sponsor of the program requires specific expenditure policies that are more restrictive than the University policy, the sponsor’s requirements must be met.
Before making any arrangements for travel that will be funded by a sponsored project, travelers should consult the terms and conditions of the specific award.
Foreign Travel Using Sponsored Funds
Sponsored programs through various federal agencies may require that foreign travel even if included in the award budget, be approved in advance by the sponsoring agency.
These advanced approvals may be required as many as 90 days in advance of the travel. Travelers to foreign countries must consult the terms of the award and/or consult the administrative office of the sponsoring agency to determine whether pre-approval of the foreign travel is required.
-Documentation of the approval, where required, must be maintained on file.
Federal requirements under the “Fly America Act” state that domestic grantees must use U.S. flag carriers to the maximum extent possible when commercial air transportation is the means of travel between the United States and a foreign country.
This requirement shall not be influenced by factors of cost, convenience, or personal travel preferences.
The detailed implementation practices adopted to conform to the Fly America Act may differ among Federal Agencies.
Accordingly, individuals traveling abroad should consult the sponsor’s guidelines and/or contact the Office of Research to ensure compliance with respective agency requirements.Any questions should be directed to the Office of Research at x6326 or Research Accounting x5455.