Travel costs charged to an award must comply with HHS regulations at 45 CFR §75.474. If your organization does not have documented travel policies, the federal GSA rates must be used ( https://www.gsa.gov/portal/category/26429 ). If specific travel details are unknown, the basis for proposed costs should be explained (e.g., historical information).

Funds requested in the travel category should be only for project staff. Travel for consultants and contractors should be shown in the “Contract” cost category along with consultant/contractor fees. Because these costs are associated with contract-related work, they must be billed under the “Contract” cost category. Travel for training participants, advisory committees, and review panels should be itemized the same way as in this section but listed in the “Other” cost category.

Provide the following information for the narrative and justification:

1. Purpose – Briefly note the purpose of the travel, e.g., regional conference, training, site visit.
   1. The justification must identify the need for the travel if the travel is not specifically required by the FOA.
   2. The narrative description should include the purpose, why it is necessary and directly relates to the scope of work, number of trips planned, staff that will be making the trip, and approximate dates.
2. Location – specify the start and end locations of the trip
3. Item – specify the costs associated with travel, e.g., mode of transportation, accommodations, per diem.
4. Rate Calculation – specify the basis for the travel costs.
   1. For mileage, specify the number of miles and the cost per mile. For air transportation, specify the cost. For per diem, specify the number of days and daily cost. For lodging, specify the number of nights and daily cost.
   2. Costs for contingencies and miscellaneous costs are not allowable.
5. Travel Cost Charged to Award – provide the total cost of the travel to be charged to the award during the budget period.

FEDERAL REQUEST – Sample Travel Narrative

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