© Bean/Cowpea CRSP 2002.
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BEAN/COWPEA
COLLABORATIVE
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BEAN/COWPEA CRSP MSU-REIMBURSED TRAVEL REQUIREMENTS
Any travel in which one crosses a country border is considered International Travel. International Travel Notification to USAID is required.
FOR NON-U.S. TRAVELLERS TO THE U.S.
In addition to the requirements below, it is also mandatory that you enter the U.S. on a B-1 visa. U.S. Immigration and Naturalization Services regulations do not allow the reimbursement of expenses under ordinary tourist visas. Unless you have a B-1 visa, MSU cannot approve the reimbursement to you of any expense for your trip. If your airfare was direct billed and/or you received a travel advance from the CRSP, you will be responsible for repaying the CRSP for the full amount of the airfare and/or travel advance.
FOR ALL TRAVELERS-U.S. AND NON-U.S.
International Travel Notification to USAID: The Management Office must be informed of your proposed travel dates, destination and purpose of your visit at least 30 days in advance. The International Travel Notification form is available from the Management Office for this purpose. Please complete the International Travel Notification form, have it signed by the Primary Investigator for the funds. The Primary Investigator will then fax the signed form to the Management Office, fax # 517-432-1073. The Primary Investigator will be advised by email once the form has been approved. If you are attending a Regional, Technical Committee, Board of Directors, or External Evaluation Panel Meeting, the organizer of those meeetings will normally do this for all the attendees on one form. It is your responsibility, however, to verify that this has been done.
Air Travel: All airline reservations which will be paid for directly by a Michigan State University account must be made through one of MSU's Contracted Travel Agents (CTA). This would apply to all Technical Committee, Board of Directors and External Evaluation Panel travel; all travel paid for by the Management Office as well as all travel paid for by the MSU projects.
The CTA the CRSP has chosen to work with is Ms. Anne Hudzik of Anderson International Travel, 2740 East Lansing Drive, East Lansing, Michigan 48823. Phone: (517) 337-1300 or (800) 723-1233. Fax: (517) 337-8561. E-mail: travela@pilot.msu.edu ATTN: Anne Hudzik. She only works Mondays, Tuesdays and Wednesdays. E-mail should work well for non-U.S. persons to contact Ms. Hudzik.
When the tickets are issued, they will be charged directly to the CRSP. You will not need to pay for them even temporarily. The tickets will either be sent to you by Ms. Hudzik or sent to the CRSP MO for forwarding to you.
Other Travel Expenses: When you submit your expenses to MSU for reimbursement, you need to include the following receipts, if applicable:
- Limousine service or Taxi to and/or from the airport if the cost is over $75.00 U.S.
- Hotel bill showing the bill was paid. If the bill does not indicate a zero balance, also include a credit card charge receipt or receipt for payment of cash or check
- Airport parking
- Passenger coupon from your airline ticket AND the invoice/itinerary included with the ticket which shows the price paid for the ticket.
Rental cars may not be charged to Federal grants unless detailed justification is provided as to why it was necessary, e.g., no public transportation to the location being visited; travel by air would have cost $x more than renting the car; travel by air would have taken x hours longer than driving a rental car because of the airline schedule, flight cancellations, etc. If using a rental car is not approved by the MO in advance, you run the risk of having your claim for its cost not allowed because your justification is not acceptable.