In the information about travel reporting requirements, it lists an exemption for travel sponsored by a research institute. Does this include foreign research institutes?
Foreign universities and foreign research institutes affiliated with them are not included in the exemption and travel sponsored or reimbursed by them does require a travel disclosure.
Does all foreign travel need to be disclosed?
All travel sponsored or reimbursed by a foreign organization must be disclosed, regardless of the type of organization sponsoring the travel. Foreign (and other) travel sponsored or reimbursed by any of the following need not be disclosed:
U.S. Federal, state or local governmental agencies
U.S. Institutes of higher education
U.S. Research institutes affiliated with Institutes of higher education
U.S. Academic teaching hospitals and medical centers
I generally pay for travel to professional meetings out of my own pocket, in order to maximize the funding available from each of my grants to pay students. Do I need to file travel disclosures for such trips?
The NIH travel disclosure policy does not include your own travel which you pay for yourself and for which you are not reimbursed. It is only reimbursed or sponsored travel that requires reporting.
Should/could Travel Disclosures be entered when the trip is booked, or only after completion of the trip?
You can log travel into the Coeus Travel Disclosure at the time of booking, and can then later update it if the trip is changed or canceled. If entering a trip in advance, when you get to the Certify page, Quit, do not certify. This will save all your entries to this point but will not submit it for review, leaving it available for future editing. Just be sure that the travel report is Certified and submitted within 30 days of completing the trip.
Does travel disclosure apply to NIH Investigators only?
At this time the travel disclosure requirement applies to NIH and other PHS agency Investigators and Key Persons, plus Investigators with awards from Foundations that invoke the PHS COI policy. For a list of these foundations please see here.