Travel, Equipment & Materials/Supplies

Travel Costs

Determine what travel expenses are required to complete your scope of work, then identify which travel expenses a granting agency will allow and then itemize the cost of each trip. Break down expenses by location, per diem, number of participants, and number of trips.  List the proposed traveler(s) and the purpose of each budgeted trip and how the travel benefits the project.  Typically, travel is to conduct field research, to attend a conference to disseminate results or to meet with a collaborator.

Per diem rates are based on maximum allowable federal rates for a specific locality.  Obtain rates at UA Finance Website.

Alaskan Travel:

For Alaska per diem rates, use the daily lodging rate for the Alaskan city.  A maximum meals and incidentals rate of $60/day. See Part V-Finance and Business Management Chapter 05.02.Accounting and Fiscal Reporting  UA Board of Regent's policy.

International Travel:  

Fly America Act Information

Travel being paid from restricted funds (regardless of source) the traveler must exit and enter the U.S. on an American carrier except as provided by the Open Skies Agreements.  The Open Skies Agreements have vastly expanded international passenger and cargo flights to and from the United States, promoting increased travel and trade, enhancing productivity, and spurring high-quality job opportunities and economic growth.  Open Skies agreements do this by eliminating government interference in the commercial decisions of air carriers about routes, capacity, and pricing, freeing carriers to provide more affordable, convenient, and efficient air service for consumers.

America's Open Skies policy has gone hand-in-hand with airline globalization.  By allowing air carriers unlimited market access to our partners' markets and the right to fly to all intermediate and beyond points, Open Skies agreements provide maximum operational flexibility for airline alliances. 
The United States has achieved Open Skies with over 100 partners from every region of the world and at every level of economic development.  In addition to bilateral Open Skies agreements, the United States has negotiated two multilateral Open Skies accords:  (1) the 2001 Multilateral Agreement on the Liberalization of International Air Transportation (MALIAT) with New Zealand, Singatates

There are no University restrictions on traveling to a country with a current travel warning. However, travelers are encouraged to contact pore, Brunei, and Chile, later joined by Samoa, Tonga, and Mongolia; and (2) the 2007 Air Transport Agreement with the European Community and its 27 Member SUA Statewide Risk Management if there is any potential danger involved during the travel.

Fly America Act Checklist


Equipment is defined as any item which will retain its usefulness beyond one year. UAA's threshold for equipment is $5,000. F&A (indirect) costs are not charged on equipment.

Note on Fabricated Equipment: If you are building a piece of equipment funded by a grant/contract, you should treat all costs including personnel costs with staff benefits and leave as part of the cost of the equipment. F&A is excluded on all the costs related to fabrication of equipment.

Materials & Project Supplies

Materials & Project Supplies are project-specific. They are deemed supplies when they fall under the $5,000 cost per item threshold for equipment. Budgets should clearly itemize supply lists when they are over $1,000. Be sure to differentiate between expendable supplies used in the lab and office and supplies used in the field.
Supplies should always be referred to as "project supplies" in  the budget and proposal justification/budget narrative.  Materials required specifically for the work of the project and easily allocated to a specific project may be included in proposal budgets.  Allowable Project Supplies should be budgeted under object code 4015. 
Office supplies or supplies for a general purpose should not be charged to a sponsored agreement as they are not easily identifiable to a specific purpose.  Supplies and materials for common use  are normally considered an indirect cost or part of the F & A.  They would not be directly charged against the restricted fund proposed budget.  Supplies for a common purpose would be paid for under operating funds (104110) in object codes 4010 (general supplies) or 4014 (computer supplies).