Budgeting: Travel

Travel

Grant projects often include travel for project personnel to attend meetings with funding agency representatives, attend professional conferences and meetings to disseminate information about the project, or for other purposes specific to the project.

**Before making travel plans, consult the grant documents to verify travel expenses are an allowable cost.

When preparing the travel portion of your grant budget, please consult the ACC Travel Policies and Guidelines website. This site provides information on current travel regulations including reimbursement rates for in-state and out-of-state travel, travel fiscal policy, information on international travel, travel forms, and mileage reimbursement rates.

Costs to Consider When Budgeting for Travel

AIRFARE: Estimate airfare costs based on the current rate of fares to your anticipated destination. It is wise to estimate airfare costs by taking the current rate and adding a reasonable increase to cover future rate increases.
GROUND TRANSPORTATION: Budget for ground transportation (taxis, public transportation, airport / hotel shuttle service, rental cars, etc.).
PER DIEM: The costs of meals and incidental expenses are included in the established per diem rates for in-state and out-of-state travel.
CONFERENCE REGISTRATION FEES: Conferences and professional meetings often include registration fees.
LODGING: Budget for the costs of reasonable, actual lodging.
MILEAGE FOR PERSONAL VEHICLE USAGE: Sometimes the operation of a grant program will require that personnel use personal vehicles for grant-related travel (e.g., to recruit participants, conduct site-visits, carry out evaluation strategies, etc.).
GRATUITIES: Refer to the grant contract to verify that gratuities are an allowable cost.

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