Someone might have mentioned this yesterday (if so, apologies) -- what is your institutional policy? If you allow it, presumably you have a mechanism for determining the value. I think -- think -- if you determine the value based on institutional policy, you might be okay. IF you don't allow it, case closed. If you do, you might consider checking with the sponsor. Speaking of which, we don't know who the sponsor is ..... If you do check, please let the group know what you found out. We have to do everything through Concur, but there are no doubt others out there who might encounter this situation, and I'd be interested in a sponsor's response to this.

Carolyn

Carolyn Elliott-Farino

Executive Director, Office of Research

Kennesaw State University

xxxxxx@kennesaw.edu; 470-578-6381

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Robyn Roscoe
Sent: Tuesday, August 15, 2017 4:30 PM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [RESADM-L] use of personal points for travel

My reaction would also be no for a variety of reasons including:

- if the trip was research related, then there should have been pre-authorization for any expenses, at which point the process for payment, reimbursement, etc. would have been established. Without pre-authorization, reimbursement of any kind might be denied as it is a violation of established internal process and policy, and so would not pass audit (even if it were eligible).

- it can be difficult if not impossible to clearly establish after the fact what the value of the travel was. The value in points is not equivalent - it would be, what would the institution have had to pay for the travel. This could be similar to how one could establish the value or cost of the research related travel when it is combined with other travel.

- depending on the funding source, this is likely not allowed in any event.

Robyn

------------------------------

Robyn Roscoe, BSc, PMP

Director, Management and Administration

BC Cancer Agency Genome Sciences Centre

604-707-5963, email xxxxxx@bcgsc.ca

------------------------------

From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Matthew Katz

Sent: Tuesday, August 15, 2017 2:18 PM

To: xxxxxx@lists.healthresearch.org

Subject: [RESADM-L] use of personal points for travel

Hi all

One of our faculty used points he had acquired to pay for a trip related to his research. He now wants to be reimbursed for the price of the ticket from his grant since he used his personal points instead of paying for the ticket. My reaction is no. what’s everyone else’s thoughts? Thanks Matt

Matthew D. Katz, MHA

Assistant Vice President,

Sponsored Programs and Contracts Management Western University of Health Sciences

309 E. 2nd Street

Pomona, CA 91766-1854

(909) 469-5567

(909) 469-5569 FAX

www.westernu.edu<http://www.westernu.edu>

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