Carnegie Mellon University

Sponsored and Reimbursed Travel

Investigators are required to disclose any reimbursed or sponsored travel related to the Investigator’s Institutional Responsibilities.  Researchers applying for or receiving DOE funding must disclose travel regardless of dollar value.  All other researchers must disclose travel if the value received from a single entity exceeds $5,000 for the preceding 12 months.

Disclosure of sponsored and reimbursed travel should be made by submitting an Update Certification within SPARCS. DOE-funded Investigators should report travel within 30 days of the travel as it occurs. All other Investigators should report within 30 days of the travel total for the year reaching $5,000. Investigators may choose to report travel as it occurs rather than tracking total value for the year.

Investigators do not need to disclose reimbursed or sponsored travel if it was sponsored or reimbursed by any of the following:

  • CMU or a CMU sponsored award
  • A U.S. federal, state or local government entity,
  • A U.S. institution of higher education,
  • A U.S. academic teaching hospital
  • A U.S. medical center, or
  • A U.S. research institute affiliated with an US institution of higher education.

Investigators must disclose these types of income if they come from non-U.S. governments, non-U.S universities, or other non-U.S entities and meet the dollar thresholds described above.

Travel paid for by professional societies must be disclosed unless it falls into one of the exemptions listed above. 

When you disclose sponsored and reimbursed travel, you should provide the following information:

  • Purpose of the trip,
  • Identity of the sponsor/organizer,
  • The destination, and
  • Duration.