Office of Sponsored Programs Roundtable Meeting

Tuesday, November 19, 2019, 10:00 AM, Procrastinator Theater

Announcements and Updates by Leslie Schmidt:

  • Blanket Justifications for Hospitality Approval Forms & Travel Forms from OSP’s perspective are not acceptable. The reason is because the sponsor (state, federal, private) is giving us money for specific expenses and we need to be able to document these specific costs. If the expense is included in a blanket HAF without an adequate explanation, OSP cannot provide a justification or a detailed reason to an auditor. However, there might be circumstances when a blanket TAF (Travel Authorization Form), makes sense. For example, traveling to Yellowstone National Park to gather samples several times a month. If this is the case, please keep in mind OSP will need enough information provided so OSP can properly review all forms. Below is what OSP's fiscal managers are looking for:
    • Blanket HAFs will need to include the following information:
      • The Participants (please list the attendees for each event), specific dates, purpose, and location. (See Handouts section for examples.)
    • Blanket Travel Approval Forms will need to include the following information:
      • The Traveler’s name, dates, location(s), purpose, mode of travel, amount of each trip, combining personal travel. (See Handouts section for examples.)
    • Office Supplies purchasing on grant funds, office supplies should not typically be charged as a direct cost on a grant. However, office supplies can be purchased if you are hosting an event with participants. In that case, supplies can be charged as a direct cost.
    • Introduction of Eleanor Inglis from Office of International Programs to discuss international travel and purchasing traveler’s insurance directly from a grant. Insurance is an allowed expense because it is our institution’s policy.

Eleanor Inglis-Director of Outreach and Special Projects for the Office of International Programs

  • See Handouts section related to Eleanor's presentation.
  • Currently in development with Terry Bishop to do a two-part International Travel Compliance workshop series twice a month, between January and the end of June, and also a MSU International Travel Registry Workshop.
    • Everyone at MSU and affiliate campuses will get the training and understand what travel compliance involves, how it applies to you, how you comply with it, and where you find resources you need to comply.

  • What is International Travel Compliance?

    • In 2015 the Office of the Commissioner of Higher Education mandated all institutions of Higher Education in the state of Montana adopt an International Travel Policy. This policy helps all university travelers travel in a methodical and safe manner.
    • MSU Travel Registry was created so all university travelers, regardless if the travel is by an individual, faculty-led, or with student groups, is registered in the travel registry.
      • The registry is important because if there is an international crisis, OIP can pull up who at MSU is traveling where, communicate with them, and account for them.
    • The Three W’s: Who, How, Why, and What is in it for me? (that is more than three)
      • Who: Who does the International Travel Compliance apply to?
        • Individual, Faculty, Student Groups, Faculty-led Groups.
      • How: How do we comply with travel policies?
        • Secure the Geo Blue International Travel Insurance
          • Geo Blue was procured at the state level, OCHE signed the contract
          • Geo Blue is $12.55 per week per traveler
          • MSU Insurances (CHOICES, Blue Cross Blue Shield, etc.) do not cover expenses at the level of international travel.
        • International Travel Registry
        • Travel Authorization Form
          • Working with University Business Services at the Provost's Office's request so OIP can tie the revised International Travel Policy to current practices.
          • One major change is that now there is some teeth to non-compliance policies. Before, travelers who did not comply or complete the travel forms still went on their trips with no consequences. Now, travel is tied to the Travel Authorization form and funding.
          • With the new Chrome River, the TAF when submitted an email confirmation from the International Travel Registry uploads with that TAF or funding will not be approved.
        • Why: Why do we comply?
          • For the protection of all university travelers and the university itself.
          • Resources to benefit university travelers.
          • Special Note: Alumni, family, members traveling with a group or for MSU need to fill out the unaffiliated traveler form, but they do not need to register travel registry and do not have to secure Geo Blue coverage.
          • Compliance Check Sheet
          • 60 days prior for group travel all applications & program approval must be completed both for the department and OIP.
          • Faculty, Staff, and Students must be vetted by the Department, Police, Dean of Students, and Human Resources.
          • OIP Orientations-Student and Faculty and Group Leaders
          • University Health Partners has a Health and Safety Class for immunizations and medications.
          • For individual travel, all tasks mentioned above need to be completed 30 days prior to travel.
        • Registering Geo Blue, Geo Blue will send you an electronic card, where you need to copy the information/picture part of your passport preferably in color.
        • In case you lose your passport or it is stolen, Geo Blue and MSU will send this form to help you.
      • What is in it for me?
        • After registering with Geo Blue and completing the forms, travelers will be registered with International SOS.
        • Travelers and MSU will get real-time information about medical and risk issues.
        • Pre-Departure Advisement
        • After securing Geo Blue and registering in the Travel Registry, you need to make just one call to International SOS. They are the doers and Geo Blue is payor. International SOS works with Geo Blue to recover costs and expenses covered under your policy.
          • This includes mental health issues
          • An app is available
          • Website access is at montana.edu/international