Published August 13, 2025, via Research News
Sponsored Projects Accounting (SPA) has updated the Travel Guidance on Sponsored Funds. Below is a summary of key changes.
General Travel Items
- Receipt translation requirement added:
- Now explicitly states that if a receipt is in another language, a translation of the expense type into English must be provided for proper review and compliance.
Rental Car
- Definition of “international” updated:
- Now defined as “outside the United States, Canada, and U.S. territories” for insurance allowance.
Airfare
- New section on fare type requirements:
- Added detailed definition of “lowest unrestricted economy class airfare” and clarified that it includes a reserved seat, one personal item, one carry-on bag, and one checked bag.
- States that premium seat upgrades are not allowed as direct charges.
- Expanded list of situations requiring screen print documentation now includes:
- Flights not in compliance with Fly America Act.
- Purchasing upgraded airfare for both WashU and non-WashU travelers.
- Itineraries with extended travel days or extra destinations.
- Travel by other means when commercial air is available (extra cost above air is unallowable).
- Baggage fee policy expanded:
- Added requirement that reimbursable baggage fees must be reasonable and necessary for business purpose and trip duration.
- Excess/overweight/additional baggage not reimbursable without documented business justification.
- Code share agreements guidance added:
- Now explicitly states importance of booking and paying through US airlines, not foreign.
Please contact spaapprovals@email.wustl.edu with questions.