Need some feedback on the following scenario:

A federal employee, who is a fairly recent hire at the agency, is
scheduled to visit the research institute to discuss his/her agency's
funding programs and to learn about interests and capabilities of
institute faculty for some specific research programs.  Institute
already has significant funding from this agency in other scientific
areas.  At the last minute, the federal employee wants to cancel because
of lack of travel funds (a whopping $400!).  The institute's organizer
of the visit offers off the cuff to pay the travel expenses of the
federal employee, and the federal employee accepts the offer.  The visit
occurs.  Several days later, the federal employee sends travel receipts
and requests that his/her agency be reimbursed.  When the reimbursement
request hits the financial office, many concerns surface.  Institute
personnel have always heard that federal employees cannot accept the
purchase of anything--even a cup of coffee--from potential or actual
grantees.  Institute doesn't know if the federal employee received the
pre-approval required for him/her to be able to accept non-federal funds
for the travel per the requirements of Part 304-3 of the Federal Travel
Regulations.  Institute does not know if this new federal employee even
knows about FTR and/or agency travel rules.  Institute does not want to
end up on the front page of the newspaper with a charge of inappropriate
"influencing" of officials of federal agencies.  Institute's thought is
to request the approval of the director of the federal employee's office
before cutting the check.  Another possibility is to pay the
reimbursement from the institute's foundation, which does not accept
funds from the federal agency (IMHO, a pretty short arm's length).
Individuals have also offered to pay from their personal checkbook (just
a hair longer arm, IMHO).

Has anyone had a similar experience and, if so, how did you resolve it?
As always, advice from the trenches is greatly appreciated.

--
Barbara H. Gray
Director of Sponsored Research
Desert Research Institute
2215 Raggio Parkway
Reno, Nevada  89512-1095
Telephone:	775-673-7381
Fax:		775-673-7459
E-mail:	xxxxxx@dri.edu
www.dri.edu

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