Yes, provided that prior sponsor approval has been obtained in writing, the costs are paid in accordance with University policy, and that UW policy is consistently applied to all similarly situated employees. 

If it is for research or study space, it probably would not be allowable because that space is included in our F&A rates. If it is meeting space “owned” by an auxiliary enterprise such as student housing, the HUB, or athletics, the room rental fee might be allowable. We would need to determine if the space is included in the F&A rates or not.

This is a question of whether the cost is allocable. Does the contract provide a direct benefit to the sponsored award over the entire life of the contract? For contracts that extend beyond the end date of an award, the cost should be allocated on a reasonable basis. Typically that basis is the number of months the award is active during the life of the contract. Once the award ends, the contract is no longer providing a benefit to the award, so that portion of the contract cost is not allocable to the award.

This would not be an allowable use of university funds, including grants, contracts, or gifts. At the discretion of the Dean/Director, discretionary funds may be used for these costs.

The food and beverage cost, including any applicable taxes, tips, and service charges, may not exceed the per diem allocation for the meal. Some non-federal sponsors may allow meal costs to exceed the standard per diem rate. Written sponsor approval is required in these instances. 

In planning a meeting/conference, ensure that the vendor will itemize food purchases separately from other costs. If the vendor embeds food and beverage costs into the total cost of the meeting space, the department should work with the vendor to have the food and beverage costs identified separately. Refer to PAFC's web page Food Purchases on Sponsored Awards for more information.

First, check the Award and sponsor regulations to ensure the expense is allowable. 

If the expense is allowable, it can be allocated across more than one Award as long as the allocation is in proportion to the benefit provided to each Award. The allocation of the visa cost should match the effort that the person will be expending on each Award. For example, if the person’s effort is allocated 80/20 between two Awards, then the H-1B visa cost should also be allocated on a similar 80/20 split. 

If a visa is obtained through a request to the Office of Academic Personnel and Faculty (APF), the associated fees are not allowable on federal sponsored awards. 

Visa Fees - Academic Personnel & Faculty

It is recommended that written sponsor approval be obtained for Travel. Travel expenses are allowed provided that:

• There is documentation describing how the travel benefited the Award, if the specific travel was not included in the Award budget.

• The length of the trip coincides with the travel objectives.

• The trip takes place during the Award period.

• Per diem amounts are within limits; follow UW guidelines for any excess amounts.

Institutional policy does allow the cost of passports, and federal regulations allow us to follow our own travel policy, so it would appear that this cost would be allowable if it is necessary for a particular award. If it is applicable to multiple awards and/or non-sponsored award activity, the cost should be allocated to each benefiting award/activity on some reasonable basis (e.g., the individual's FTE allocation).