For PHS and DOE-funded investigators ONLY

If you are a PHS or DOE-funded investigator or are participatingin PHS or DOE-funded project AND you have travel expenses that are sponsored by a third-party entity (including non-profit organizations), disclosure of any reimbursed or sponsored travel is required.

Disclosure is not required for travel sponsored by or reimbursed by:

• U.S. government agencies,
• U.S. Institutions of higher education or research institutes affiliated with such,
• U.S. medical centers,
• U.S. academic teaching hospitals.

When a travel request submitted through the Concur Travel System indicates that an employee’s travel is sponsored or reimbursed by a third party and the traveler is engaged on a PHS or DOE award, the Conflict of Interest (COI) office in the Division of Research will receive an automated notification to review the Travel Request. This does not slow down the approval process as the COI office is not involved in approving the Travel Request. The COI Office will notify the traveler through ICON if further disclosure of the travel and reimbursement information is required.

Travel disclosures must include, at a minimum:

• the purpose of the trip,
• the identity of the sponsor/organizer,
• the destination,
• the duration.

Upon receipt of the disclosure, the COIC will determine if further information is required, including a determination or disclosure of monetary value, in order to conclude whether the travel constitutes an FCOI with PHS-funded research. If yes, a management plan will be required.