Travel Costs and Per Diem Rates
Allowable Travel Costs on Grants and Contracts

It is often necessary or a requirement to travel on a sponsored project. Travel conducted under a sponsored agreement should be allowable by the terms and conditions of the award and directly related to the research or program initiatives. Travel could be in the form of gathering data, field work or conducting surveys. Travel to disseminate research findings to a group of peers or the sponsor is also generally allowable. In some cases, travel may require prior approval and/or be restricted to destinations the United States.

Contact your Grant and Contract Coordinator for more information on possible restrictions that may apply to your sponsored project.


Per Diem and Hotel Allowances

Allowable travel costs on sponsored projects may vary depending upon the sponsor. The following regulations should be used as a guide when planning travel expenses.

  • Federal Sponsorship and Other External Sponsors
    For travel sponsored by external parties to Baylor, the Federal travel regulations website should be used in determining per diem and hotel allowances for a given city.

  • State of Texas Sponsorship
    For travel sponsored by the State of Texas, the State of Texas travel regulations should be used in determining per diem and hotel allowances for a given city.

  • University-sponsored Projects
    For projects sponsored by Baylor University, the Baylor travel regulations should be used in determining per diem and hotel allowances for a given city. In certain circumstances, a traveler may petition the Office of the Vice Provost for Research for an exception to the Baylor travel policy, depending on the unique situations regarding the travel. An example would be travel oversees or to Washington D.C. where the Baylor travel policy may not cover all the costs of the trip.