Travel

Travel Table of Contents

Travel Form
Airfare Expense
Hotel Deposits and Expenses
Conference Registrations
Meal Expenses
Taxis/Shuttles/Public Transportation Expenses
Rental Car Expenses
Mileage Expenses
UI Travel Related Websites

If you are seeking reimbursement from IP for any kind of expense, please make the request within 90 days of the original charge. Failure to do so may result in a denial of the reimbursement.

Travel Form

Before you make any travel arrangements funded by IP, please complete Travel form and contact the Events & Project Specialist.

Airfare Expenses

Preferred Method of Payment: Procurement Card
Preferred Travel Agencies: Meacham or Winebrenner
Preferred Airlines: American, Northwest, or United

Receipts Needed

If Procurement Card Used: E-Ticket

If Personal Credit Card Used:

  • Flight itinerary
  • If paid with Visa card: original passenger receipt and credit card statement.
  • Otherwise: the official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443) - Can only be reimbursed after the travel dates.

Hotel Deposits and Expenses

Preferred Method of Payment: Procurement Card
Preferred Vendors: See the UI Travel website

Receipts Needed for Hotel Deposit

If Procurement Card Used: Online booking page or fax/e-mail from hotel verifying the cost of the room

If Personal Credit Card Used:

  • Online booking page or fax/e-mail from hotel verifying the cost of the room
  • If paid with Visa card: credit card statement
  • Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)

Receipts Needed for Hotel Expenses

If Procurement Card Used: Itemized check out folio

If Personal Credit Card Used:

  • Itemized check-out folio
  • If paid with Visa card: credit card statement
  • Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)

Conference Registrations

Preferred Method of Payment: Procurement Card

Receipts Needed

If Procurement Card Used: Registration form or fax/e-mail from professional organization hosting the meeting

If Personal Credit Card Used:

  • Official receipt from conference/professional organization
  • If paid with Visa card: credit card statement
  • Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)

Meal Expenses

UI Cardholders, who currently have travel permissions on their procurement card, will be allowed to use the procurement card to purchase meals while in travel status. The following requirements as outlined in the University of Iowa Operations Manual will be enforced Domestic Travel Web Page.

• The traveler must only charge actual meal expenses and is limited to the daily allowance for the city traveled.
• Expenses for alcohol are not allowed.
• All travel related meals must be reconciled to a trip created and approved in ProTrav.
• If a meal is determined to be travel related and not associated to a trip, the voucher will be returned to the cardholder and/or reconciler for edits.
• Receipts for individual meals are required by International Programs.

If seeking reimbursement for meals purchased during travel status, please provide the following receipts:

Procurement Card Charge: Original itemized receipt, original proof of payment receipt (showing credit card information), attendees’ names, business affiliation, and business purpose of meal.

Personal Credit Card Charge: Original itemized receipt, original proof of payment receipt (showing credit card information), attendees’ names, business affiliation and business purpose of meal.

• Actual meal expenses should be claimed and may not exceed the daily allowance for each destination.
• International and domestic out of state meal allowances are based upon federal government guidelines. All rates are available on the Domestic Travel Web Page.
• Meal tips should be included in the meal claim and may not be claimed as a separate expense.
• Claims up to the full maximum are allowed on full days of travel
• On partial days of travel, allowances are prorated based upon departure and return times as defined below, allowing 20 % of the daily allowance for breakfast, 30% for lunch, and 50% for dinner. These individual allotments are defined for the purpose of determining the correct daily allowance only. Individual meal claims do not have to fall within these specific meal parameters. Actual costs can be distributed among the meals in any manner as long as the total claim for each day does not exceed the maximum allowance for that day.
• When meals are provided as part of the conference or meeting, travelers will not be reimbursed for the cost of the meal when the traveler chooses to eat outside of the conference.
• Meal costs over the maximum allowance are at the traveler’s expense.
• Alcohol is not a reimbursable travel expense.

Taxis/Shuttles/Public Transportation Expenses

Preferred Method of Payment: Procurement Card

Receipts Needed

If Procurement Card Used: Receipt for taxi, shuttle or public transportation.
If Personal Credit Card Used:

  • If under $25 a receipt is preferred. If over $25 a receipt is required.
  • If paid with Visa card: credit card statement
  • Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)

Rental Car Expenses

Preferred Method of Payment: Procurement Card
Preferred National Vendor: National Car Rental
Preferred Local Vendor: UI Fleet Service. The University will not reimburse a rental car expense if Fleet Service is available. The method of payment is Fleet Service Requisition through Self Service.

Receipts Needed

If Procurement Card Used: Itemized final car rental receipt given upon return of vehicle.
If Personal Credit Card Used:

  • Itemized final car rental receipt given upon return of vehicle
  • If paid with Visa card: credit card statement
  • Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)

Mileage Expenses

The current mileage reimbursement rates are as follows:

The rate of .278/mile (from 7/1/11) is applicable if:

  • The round trip distance traveled is more than 100 miles or the total time involved (travel time and conducting business) is greater than 4 hours, and the traveler chose to use his/her personal vehicle.

The rate of .555 (from 7/1/11) is applicable in the following circumstances:

  • The round trip distance traveled is less than 100 miles or the time involved (travel time and conducting business) is 4 hours or less.
  • The round trip distance is less than 100 miles or the total time involved (travel and conducting business) is 4 hours or more and a motor pool vehicle is requested, but is not available.
  • Use of a motor pool vehicle is not possible or not feasible (i.e. faculty or staff members are located in an area not served by campus motor pools).

Receipts Needed

A copy of MapQuest indicating the mileage.

Travel related UI Websites