Grant Funded Travel Expense Payment Options

PI/PD travel payment options: (Listed in order of preference)

1. PI/PD grant specific pcard
2. Direct payment to vendor for transportation, lodging and conference fees
3. Travel cash advance
4. Reimbursement for out-of-pocket expenses

Student travel payment options to attend conference/professional meetings with PI/PD: (Listed in order of preference)

1. PI/PD pays for student travel expenses with a grant specific pcard (Mac & non-Mac students)
2. Submission of “Grant Funded Student Travel M & IE per diem Request”(Mac & non-Mac students)a. Ten (10) day maximum per event
   b. Not to exceed Federal per diem rates
   c. First day and last day are calculated at 75% of daily per diem
3. Student cash advance (Mac students only)
   a. Maximum advance of $500
   b. Student signs “Statement of Personal Responsibility”
4. Declining balance pcards (Mac & non-Mac students)
   a. Minimum of three (3) weeks lead time to order declining balance pcard
   b. Requests submitted to Purchasing & Accounts Payable Manager
   c. Standard pcard reporting required
   d. PI/PD reconciles and approves pcard via 3^rd party software
   e. Maximum limit of $500
   f. No ATM capabilities
   g. Student will retain and submit all receipts to PI/PD
   h. Declining balance pcards are returned to Business Services after the event
   i. Unused funds will revert back to Macalester
   j. Student signs “Statement of Personal Responsibility”
5. Student reimbursement (Mac & non-Mac students)a. Receipts submitted with “Payment Request”

Travel expense reporting requirements:

1. Receipts are always preferred
2. Receipts are required for transactions $75 and over (IRS reg.)
3. Group meals
   i.    Request a separate check for your meal
   ii.   Use a smartphone to take a photo of your portion of group meal tally
   iii.  If your portion of the meal is $75 or over, itemized receipts are required.
4. When receipts are not available, options are:
   a. Keep a log of small expenses and certify federal funds were not used for unallowable purchases.
   b. Utilize the “Missing Receipt Declaration” form for purchases $75 and over.
5. Refer to Grants Accountant at 651-696-6354 for specific details on unallowable expenses