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Approvals

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The following are approvals needed before travel.

Federal Agencies
National Science Foundation (NSF)
  • Domestic Travel
    Generally only internal approval is required on NSF funded trips. NSF includes Guam, Canada, American Samoa, Puerto Rico, Virgin Islands, and the Trust Territory of the Pacific Islands under domestic travel.
  • Foreign Travel
    If the specific trip and purpose was listed and authorized in the award, no additional external approval is usually required. However, specific restrictions included in the grant will take precedence.
Office of Naval Research (ONR)
  • Domestic Travel
    Travel to Canada, Hawaii and Alaska is considered domestic and requires only internal approval. ONR excludes all U.S. possessions and territories from domestic travel.

Changes in the airline industry pricing structures have allowed passengers to upgrade their seating while remaining in the same “class” of seats (i.e. coach vs. first class). The TFAR regulations that govern travel under federal funds states the following regarding these upgrades within class:

 §301-10.124  What are coach-class Seating Upgrade Programs?

Sometimes these programs are called “Coach Elite,” “Coach Plus,” “Preferred Coach” or some other identifier. Under these airline programs, a passenger may obtain for a fee a more desirable seat choice within the coach-class cabin. These airline upgrade or preferred seat choices are generally available for an annual fee, at an airport kiosk or gate or as a frequent flier perk. These coach upgrade options are not considered a new or higher class of accommodation since the seating is still in the coach cabin. However, the use of these upgraded/preferred coach seating options is generally a traveler’s personal choice and therefore is at the traveler’s personal expense. An agency travel authorization approving official or his/her designee (e.g., supervisor of the traveler) may authorize and reimburse the additional seat choice fee according to internal agency policy (see 301-70.102(k)).

As this states, should an individual wish to avail themselves of these additional seat choices and would like to charge a grant or contract, written permission must be attained by the appropriate approval from the sponsor.

Other Funding Sources
    Specific restrictions included in the terms of a given contract, grant or subcontract will take precedence. If in doubt, contact the Grant and Contract Services Office as to specific approval requirements at (508) 289-2461 or (508) 289-2360.


Woods Hole Oceanographic Institution
Scientific Departments/Centers
WHOI personnel (Including non-employees) affiliated with scientific departments/centers should obtain and prepare the Advance Request & Travel Authorization form; obtain approval from the Department Administrator/Chairperson/Center Director, who must also assure conformance with applicable agency rules and regulations; and submit the form to Accounts Payable.

Non-Scientific Departments/Centers
All other WHOI personnel should obtain and prepare Advance Request & Travel Authorization forms; obtain approval by their Group Manager, Dean of Graduate Studies or a member of the Directorate, and submit the form to Accounts Payable.

Last updated: July 14, 2014
 


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