University Center for International Studies European Studies Center
University Center for International Studies European Studies Center

Pre and Post Award Guidelines

 

Pre-Award Guidelines

Allowable and Non-Allowable Expenses

Allowable Expenses:

  • Ground and air transportation to and from research sites
  • Lodging
  • Meal expenses
  • On-campus and on-site research assistance (work study, translator, etc.)
  • Data collec­tion/ana­lysis—in­clu­ding laboratory anal­y­sis, com­puter time, participants' fees
  • Books and subscriptions, if necessary for the research project
  • Visa expenses
  • Payment to foreign national firms for services provided outside the United States

Non-allowable Expenses:

  • Travel expenses for individuals other than the applicant or a University of Pittsburgh student serving as a research assistant
  • Publication costs
  • Pur­chase of major ­equip­ment (e.g., cam­eras, com­put­ers, or any equipment costing more than $500)
  • Salary supplements/summer salary
  • Alcoholic beverages
  • Membership fees
Regulations Regarding Travel (Registering Your Travel)

All awards from the European Studies Center are contingent on the US State Department Travel Advisory Level for your destination (country/region/city). The State Department issues a Travel Advisory for each country of the world. Travel Advisories apply up to four levels of advice, describe the risks, and provide clear actions travellers should take to help ensure their safety. For information on this process, please visit https://travel.state.gov/content/travel/en/international-travel/before-you-go/about-our-new-products.html.

Awardees are advised to check the State Department for updates on travel advisories at https://travel.state.gov/content/travel/en/international-travel.html.

Please be aware that for areas classified as Levels 3 & 4, funding eligibility is likely to be impacted. Per internal UCIS policy, the ESC will normally not fund faculty travel to any Level 4 destination (country/region/city). To ensure eligibility for funding, the ESC recommends selecting alternative countries/regions/cities to do your research that do not fall into Level 4.

Please note, that these restrictions apply to the designation level at the time of travel. As situations around the world can change rapidly, please be sure to stay informed. In addition, should the university issue additional travel restrictions in advance of or during your ESC-funded trip, you will be expected to comply with the new restrictions. Should you have to cancel a trip for which you have already incurred out-of-pocket expenses due to a University-imposed travel restriction, please contact Erica Edwards (eee36@pitt.edu) to determine if the expenses can still be reimbursed. If you choose to undertake travel to a Level 4 country or that violates University restrictions, your grant will be revoked and no expenses will be reimbursed.

To help you stay on top of any changes, the University of Pittsburgh currently requires all faculty and students to register all trips abroad that are undertaken for University business (including research) through the International SOS MyTrips portal. UCIS and the ESC are strong proponents of this practice. To receive funding you will be required to show proof that your trip has been registered. For information on how to register, visit the Global Operations Support website. Once you have completed the travel registration, you can either forward the confirmation email you receive, or send a screenshot of the final screen showing you have completed all of the steps. This should be emailed to Erica Edwards (eee36@pitt.edu). Failure to complete this step will jeopardize your funding.

IRB Approval

All research involving interventions or interactions with individuals or the collection of identifiable private information concerning living individuals requires prospective Institutional Review Board (IRB) approval.

Even if the research may qualify as an exempt category, the researcher must obtain an exemption approval from the IRB.

Grantees are responsible for obtaining IRB approval when required and must provide documentation of IRB approval before the funds can be disbursed. For further information, check the IRB web site at www.irb.pitt.edu.

Post-Award Guidelines

Grant Obligations and Reporting
Recipients must provide the ESC with a 1-2 page written report within four weeks of the conclusion of the research or event. The report should include the following:
  • How grant funds were expended
  • What you accomplished
  • How you will utilize your research results
Recipients must prepare one of the following within a year of the grant award:
  • a short article based on the research for the ESC monthly newsletter
  • a presentation to be delivered at a lunch-and-learn session hosted by the ESC
  • an outreach video or talk based on the research geared to a K-12 audience

Recipients must acknowledge the assistance of the European Studies Center, the University Center for International Studies, and the University of Pittsburgh in any publication, film, or other product resulting from research supported by this grant. We can provide you with the ESC logo upon request.

Procedures for Processing Reimbursements

Grant recipients should be in contact with ESC Administrative Assistant, Rebecca Westhoff (rebecca.westhoff@pitt.edu) before departing to determine what will be needed to ensure a smooth processing of any reimbursements. Failure to produce proper documentation (receipts, original boarding passes) may result in a reduction in funding.