Educational Travel Grant Procedure

This Educational Travel Grant Procedure applies only to a small subset of travel grants and is not meant as a general substitute for normal grant submission, acceptance, and post-award procedures.

• Grants must be awarded and funded by a select private sponsor as confirmed by CGA
• Purpose of the grant must be to fund travel expenses related to an educational presentation or conference that enhances scientific training, disseminates scholarship or innovation, or improves patient care
• The total award must be for a nominal amount and cannot include expenditures beyond specific travel costs
• The grant cannot require more than a single summary report

1. The award should not require a formal proposal to the sponsor
2. Sponsor notifies student/faculty member/employee/Department administrator (recipient) that an award has been granted
3. Department Administrator notifies Contracts and Grants Accounting (CGA) via [email protected]; the Department Administrator should provide:
   • RSA name and contact information
   • Level F DeptID
4. CGA establishes an Award number by sponsor for each Control Point
5. CGA establishes a Project for each grant recipient and provides Award and Project numbers to the Department and traveler
6. Recipient fulfills award scope
   • Invoicing
   • Prepayment: Payment issued by sponsor in advance; no invoice is necessary
   • Department prepares invoice (unless prepaid) and submits the invoice to the sponsor with a copy to CGA
7. CGA records in RAS and follow up on payment as necessary
8. Sponsor sends payment
9. CGA receives payment and is responsible for applying the payment
10. Recipient to provide required grant reports (summary of benefits, etc.) as required by award
11. CGA will provide a report of established and inactivated Award and Project numbers to the Office of Sponsored Research/Research Management Services (OSR/RMS) on a quarterly basis
12. CGA will close out the Project, including setting the Project to Inactive status and generating any required refund, once payment is applied and deliverable requirements are fulfilled 

1. Student, faculty member, or employee submits a proposal to MZHF via their application portal with the assistance of the Department administrator
2. Mount Zion Health Fund (MZHF) will send a notice message of education travel grant awards each fiscal year to department and CGA.
3. Upon receipt of a notice of award, CGA follows steps 4-5 above
4. Department administrator should register online (Account Login for Reporting) to accept the block grant.
5. Department administrator charges established Project for expenses up to the award amount.
6. The Department administrator submits an online report using the same account information to log in to the same portal.
7. MZHF’s receipt of the completed online report form will trigger the reimbursement payment.
8. CGA records in RAS and follow up on payment as necessary
9. Follow steps 8 -12 above.