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
Travel Form
Before you make any travel arrangements funded by IP, please complete Travel Form and contact the Events Coordinator.
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
Can only be used during non-travel status or during travel status if for group meeting/discussion meal with non-UI participants.
No alcohol or personal meal purchases can be charged to a Procurement Card.
Receipts Needed
If Procurement Card Used: Itemized receipt, attendees’ names, business affiliation, proof of payment, and business purpose of meal.
If Personal Credit Card Used:
- the original itemized receipt, the original proof of payment receipt, attendees’ names, business affiliation, business purpose of meal
- If paid with Visa card: credit card statement
- Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)
Meal Rates
Travel in Iowa: $31 daily maximum with receipts. If no receipts - Per Diem is: $6.00 (Breakfast), $9.00 (Lunch), $16.00 (Dinner)
Travel Out of State: $40 daily maximum with receipts. If no receipts - Per Diem is: $8.00 (Breakfast), $12.00 (Lunch), $20.00 (Dinner)
International Travel: Refer to Federal Government maximum for specific destinations located on the UI Travel Website (allowing 20% for breakfast, 30% for lunch and 50% for dinner)
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 .285/mile 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 .585 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.