Travelers should refer to applicable grant or contract regulations to determine whether prior agency approval is required or if other restrictions apply. Individuals whose travel is supported by federal funds should follow the guidance provided in the Fly America Act.3 A Vanderbilt summary of the act and its provisions may be found at www.vanderbilt.edu/ocga/vupolicies/FLYAMERICAACT.pdf.
Vanderbilt Travel Policy: http://www.vanderbilt.edu/procurement/travel/default.shtml
When requesting prior approval by sponsoring agency for foreign travel, please submit the document on departmental letterhead signed by the PI to OSP. The request should outline the need/purpose as it relates to the sponsoring project, cost to the project, destination, and travel dates. The request will be logged into PEER and assigned for review. Once counter singed by an Authorized Institutional Official, the request will be emailed to the Sponsor contact with a cc to the PI and Departmental Administrator. If you would prefer to submit the fully signed letter, please inform OSP in the email. Please allow OSP a minimum of three (3) full business days to review the approval request. You should allow OSP additional time for review if the response due date falls on a major NIH deadline.
Requests for internal approval related to foreign travel are routed and completed via PEER.
Administrators should complete the PEER log, explaining the essential need, the amount of funds requested and the period of travel time.
OSP will analyze the request to verify all administrative requirements have been met and notify the departmental administrator once a decision has been made.