Sponsored Travel is any travel expense that has been paid directly for you by a third party or for which you have been reimbursed directly by a third party. This includes the travel expenses of your spouse and dependents if the travel is in conjunction with your professional activities.
Any principal investigator or any member of the key personnel on any project funded by the U.S. Public Health Service, e.g. NIH and CDC, and any principal investigator or member of the key personnel of any project that is a sub-award or subcontract under another entity’s PHS-funded project must report Sponsored Travel. Key personnel include individuals who are directly appointed and charged to the project and those whose effort is cost-shared. Individuals who anticipate receiving PHS-funded awards should also report Sponsored Travel that will occur in the next 12 months or that is related in any way to the proposed PHS-funded project.
Reporting of reimbursed or sponsored travel related to a PHS-funded Investigator’s institutional responsibilities is required under 42 CFR Part 50 Subpart F. 42 CFR Part 50 Subpart F promotes objectivity in research by establishing standards that provide a reasonable expectation that the design, conduct, and reporting of research funded under Public Health Service (PHS) grants or cooperative agreements will be free from bias resulting from Investigator financial conflicts of interest. [Commonly known as the Financial Conflict of Interest (FCOI) regulations].
The FCOI regulations require all PHS funded investigators to “disclose the occurrence of any reimbursed or sponsored travel (i.e., that which is paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available), related to their institutional responsibilities…” 42 CFR §50.603.
The following MUST be reported. This is not an exhaustive list and investigators should report any reimbursed or Sponsored Travel that would reasonably be interpreted to be related to their PHS-funded research.
Sponsored Travel for participation in many scholarly activities such as serving as a grant reviewer for a government agency, or serving on a government task force or panel does not need to be reported. The Sponsored Travel that DOES NOT need to be reported includes the following items.