iowa state travel per diem

Travel Expenses: Allowed

Departments have the discretion to refuse to reimburse expenses submitted more than 60 days after the expense was incurred. Travel expenses reimbursed after 120 days will be recorded as taxable to the employee. As a complement to the list below, please review travel expenses that are not allowed .

Questions? Contact the Office of Compliance, 515-294-3790.

Expense Types

Reimbursement policies, receipt requirements, and expense item options in Workday.

Abstracts, Conference Proceedings

Actual expense for copies of conference materials or related abstracts and papers.

Receipt requirements

• Receipt required for reimbursement if greater than $75
• Receipt required for T&H card if greater than $75

Expense item options in Workday

• Miscellaneous Travel Expense - In State
• Miscellaneous Travel Expense - Out of State
• Miscellaneous Travel Expense - Foreign

Related Links

• ISU contracted travel agencies
• Medical Exceptions
• Travel and Hospitality Card program guide
• Foreign Travel information
• Combining Personal and Business Travel

Actual cost of a coach or economy ticket only. Business class and first class are not reimbursable unless there is a specific documented medical exemption.

Tickets should be booked 30 days in advance if possible, 14 days at the latest. Lack of prior planning should not be a valid excuse when requesting reimbursement for higher cost tickets.

Travelers should consider pricing flights that depart within two hours on either side of their preferred departure time or which depart at during normal business hours while on paid travel status, provided such departure times do not adversely affect required arrival windows.

It is highly recommended that travelers use the Travel and Hospitality Card to purchase air tickets for university travel. ISU's contracted travel agencies are Corporate Travel Partners and Key Travel. Travelers may get information on flight availability and prices through a contracted travel agent . The T&H Card can ONLY be used with contracted travel agencies -- Corporate Travel Planners, or Key Travel -- or directly with the airlines.

Travelers can purchase airfare on their own and request reimbursement; however, reimbursement will not be made until the trip is completed. Those using personal cards can still utilize the contracted travel agencies or the airlines’ websites directly. The use of third-party travel agencies or travel websites is highly discouraged. Examples of these include Travelocity.com, Orbitz.com, and Expedia.com. The Travel and Hospitality Card may not be used to purchase tickets through these sites and companies. In the event of customer service issues, transportation delays or complications, natural disasters, and national or international emergencies the contracted agencies can assist ISU travelers, while third party travel agencies and sites typically have limited customer service options.

All airfare credits for tickets charged on the Travel and Hospitality Card are property of Iowa State University. It is the responsibility of the traveler to report these credits to their CCM as the credits may be used by the university for future travel. This includes credits from the travel agencies, the airlines, and third party sites. This also applies to credits when personal cards are used, if the flight has been reimbursed.

Purchases with personal credit cards

When purchasing tickets with a personal credit card  the traveler assumes all risk . If the trip is canceled  ISU will not reimburse the traveler for the ticket of a trip that was not taken , as the credit for the unused ticket goes back to the traveler's credit card. By contrast, trips arranged through our contracted travel agencies and subsequently canceled can have credits applied to the future trips of any ISU traveler, which ensures the value of the ticket will not be lost.

When making purchases on personal cards, the traveler still needs to comply with applicable policies and funding restrictions. Federal funds require  U.S. flag carriers  to be used. All air tickets paid for with federal funds must be Fly America Act compliant.  Our contracted agencies monitor reservations to ensure compliance with ISU's policies and federal funding restrictions (if applicable).

Travelers may not select an airline for the purpose of obtaining frequent flier miles or other premiums that benefit the traveler personally and travel advances are not allowed for airfare.

If combining business and personal travel, it is the responsibility of the traveler to provide a comparable airfare quote. No reimbursement will be given without a comparative quote. Charges associated with personal travel on the T&H Card will be charged back. "Consolidator" tickets for foreign destinations may be paid by supplier invoice, even if not purchased from ISU's contracted travel agency. These cannot be claimed in the expense report as a reimbursement.

• Receipt required for all airfare, regardless of price
• Acceptable documentation for air ticket claims on a travel reimbursement includes the entire airline itinerary showing names, fare class, dates of travel, all legs of the trip, and the amount paid. If the price paid for the ticket differs from the amount shown on the ticket coupon, the traveler must submit no more than the actual cost for reimbursement . An itinerary, passenger receipt coupon or E-ticket that does not show an amount paid is not acceptable.
• Airfare - In State
• Airfare - Out of State
• Airfare - Foreign
• Travel Agent Fee - In State
• Travel Agent Fee - Out of State
• Travel Agent Fee - Foreign

International travelers sometimes need to obtain cash at an ATM. This is reimbursable if documentation (e.g., a copy of the credit card statement or bank statement) is provided.

• ATM fees are not allowed on the T&H Card

Baggage Fees

Actual expense for luggage necessary for business travel. Additional charges to accommodate vacation travel, or for personal items such as golf clubs, are not reimbursable.

• Baggage Fee - In State
• Baggage Fee - Out of State
• Baggage Fee - Foreign

Bike Rentals

Actual expense for business travel. Additional charges to accommodate vacation days are not reimbursable.

• Taxi and Ground Transportation - In State
• Taxi and Ground Transportation - Out of State
• Taxi and Ground Transportation - Foreign

Car Rentals

• Car Rental Agreements, Procurement Services
• Policy Library (Insurance, Buildings and Property)
• Risk Management
• Rental Insurance, non-reimbursable (PDF)

Actual expense. Charges must be prorated if part of the trip was not business-related.

Use Procurement Services' links for Enterprise and National to get information on utilizing contracts that include coverages for Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) and liability for no additional cost.

Visit the Risk Management website for information on renting cars from agencies other than Enterprise or National, including these guidelines:

• Additional Liability Insurance (ALI)
• Liability Insurance Supplement (LIS)
• Liability Supplemental Insurance (LSI)
• Supplemental Liability Insurance (SLI)
• Supplemental Liability Protection (SLP)
• Purchase the optional CDW (Collision Damage Waiver) LDW (Loss Damage Waiver) on rental vehicles, per Risk Management. However, when using the university's contracts through Enterprise and National, the CDW and LDW coverages are included at no additional cost. (Collision Damage Waiver insurance sometimes is referred to as Damage Waiver insurance.)
• Rent the vehicle "to Iowa State University, by ... (your name)."

When using rental agencies other than Enterprise or National, CDW and LDW will be reimbursed.

Other types of insurance (PDF) that are not reimbursable include (but are not limited to):

• Auto Tow Protection (ATP)
• Emergency Sickness Protection (ESP)
• Extended Liability Insurance (ELI)
• Extended Liability Protection (ELP)
• Peace of Mind Insurance (POM)
• Personal Accident Insurance (PAI)
• Personal Damage Waiver (PDW)
• Personal Effects Coverage (PEC)
• Personal Effects Insurance (PEI)
• Personal Effects Protection (PEP)
• Rental Liability Insurance (RLI)
• Super Personal Accident Insurance (SPAI)
• Uninsured/Underinsured Motorist Protection (UMP)

Roadside Assistance Protection is reimbursable.

• Car Rental - In State
• Car Rental - Out of State
• Car Rental - Foreign

COVID-19 Tests, Vaccinations, Malaria Pills, etc.

Actual expense, only when necessary for university travel. Must claim only the amount not covered by insurance.

• COVID-19 Test, Vaccinations, Malaria Pills, etc.

Currency Conversion Fees

Actual amount necessary for university travel.

• No receipt required, the T&H Card will calculate rates
• Miscellaneous Travel Expenses - In State

Actual expense may be claimed when not already included in the cost of the ticket. Sometimes charged at foreign airports. Receipts often are not provided.

• No receipt required for reimbursement
• No receipt required for T&H Card

Expenses Paid on Behalf of Another Traveler

This practice is strongly discouraged, as it makes duplicate reimbursement more likely. Nearly all travelers have credit cards, and it is preferable to have each individual pay for and claim his/her own expenses separately.

When this is not possible, the paying traveler's own expenses should be claimed in the specific fields (e.g., Lodging) on the Enter Expenses screens, and the non-paying traveler's expenses should be claimed in the Other field, with an explanation in the Other Comments text box. If the text box does not provide sufficient room, attach a document explaining the expenditures as part of the PDF file of receipts. The explanation should include the traveler's name, relationship to ISU, and a breakdown of expenses (lodging, meals, etc.) per day.

Paying for another traveler's meal is considered a Group Meal.

• See "Group Meal" section on this page

Paying for a taxi or cab shared with other passengers does not require additional documentation or explanation, as the fare does not vary significantly for the addition of other passengers. However, when there is a separate fare for each person, as with buses, airport shuttles, or subways, individuals should each claim their own expenses.

• See "Taxis, Cabs, Buses, Shuttles, Subways" section on this page
• Receipt required for reimbursement, regardless of the amount
• T&H Card receipt required, regardless of the amount
• Spend category contingent on item purchased. Refer to the appropriate expense type to view the correct expense item.

Actual expense necessary for university business.

• See "Telephone Charges" section on this page

Film Developing and Photo Processing

Actual cost of business-related film developing or photo processing. The business purpose should be explained on the reimbursement.    

Foreign Exchange Fees

Credit card issuers often charge an additional fee when the expense was incurred in a foreign currency. This is reimbursable if documentation (e.g., a copy of the credit card statement) is provided.

• See "ATM Fees" section on this page
• No receipt required, the T&H card will calculate rates

Actual expense. May not be claimed in addition to a mileage claim. Usually only claimed for rental vehicles.

• Fuel - In State
• Fuel - Out of State
• Fuel - Foreign

Gifts, Representation Allowances

Actual expense of a gift when it is considered customary to present a gift to a host, especially in international travel.

Global Online Enrollment System

The U.S. Customs and Border Protection allows expedited clearance for pre-approved, low-risk travelers upon arrival in the U.S. Federal funds cannot be used for this expenditure.

• Global Entry Trusted Traveler Program , U.S. Customs and Boarder Protection
• Travel Visas and Passports

Gratuities, Tips

• Actual amounts paid for cabs, skycaps, bellmen, etc., will be reimbursed. Meal gratuities (tips to waitstaff) cannot be claimed separately as a means of exceeding per diems.
• When claiming per diems for domestic and international travel, tips are one of the listed incidental expenses, and therefore cannot be claimed separately.
• Exceptions to the Social Security number requirement can be granted for international travel, as the recipients are unlikely to be subject to U.S. taxation.
• Excessive generosity when tipping is a personal expense and is not reimbursable.
• Receipt required for T&H Card if greater than $75
• Internet (Business Use Only)

Laundry, Dry Cleaning

Laundry and dry cleaning is factored into all incidentals as part of per diems, therefore cannot be claimed separately.

• No receipt required for T&H card

Lodging: Domestic

A traveler may claim lodging reimbursement if lodging was required. Reimbursement must be for a single rate for all domestic lodging unless significant savings can be gained by booking non-single rooms. Actual expenses can be claimed only, including mandatory taxes and fees. A final, itemized hotel folio is required as documentation. The traveler's name must be included on the documentation.

• Check rates on the GSA website
• Check rates on the DoD website

Occasionally, travelers may not be able to find lodging underspecified rates.

• See " FAQ - Lodging " for info on allowable exceptions, and package deals for airfare, lodging, and car rental

Charges for staying with friends or relatives are not reimbursable. In-room movies and other personal amenities are not reimbursable. Charges for parking and business-related long-distance calls and charges for Internet service must be entered as Parking, Internet (Business Use Only), or Mobile Phone/Phone Cards, not Lodging.

Airbnb, VRBO, and other similar online lodging marketplaces can be used for ISU business lodging but cannot be charged to a T&H Card unless using Airbnb for Work. Standard Airbnb, VRBO, or other third party housing rental marketplaces must be reimbursement only and be reimbursed after travel has concluded.

• How to sign up for Airbnb for Work (Procurement Services)
• Receipt required for reimbursement, regardless of amount
• Receipt required for T&H Card, regardless of amount
• Domestic Lodging (Contiguous U.S.)
• Domestic Lodging (Alaska, Hawaii and U.S. Territories)

Lodging: Foreign

• Foreign per diem rates , U.S. Department of State
• Reimbursement must be for a single rate.
• A final, itemized hotel folio is required.
• International Lodging

Meals: Individual

Board of regents, state of iowa.

"Each institution must develop clearly delineated travel policies for meals and incidentals. Such policies may be based on an actual and reasonable costs for reimbursement, or on full or partial per diem rates, or on some combination of these. The maximum daily meal and incidental rates may not exceed the U.S. published per diem rates."

Per Diem Rates

Domestic Travel : Iowa State University uses the GSA rate to determine daily meal per diems for the continental United States, including Iowa (as of Oct. 1, 2023). Per diem rates are determined by county within the United States and travelers should use the county of destination to determine the per diem rate. Department of Defense rates should be used for Alaska, Hawaii and U.S. Territories.

• Per diem rates (continental United States) , U.S. General Services Administration
• Per diem rates (Alaska, Hawaii, U.S. Territories) , Department of Defense

Foreign Travel : Iowa State University will use per diem rates set by U.S. State Department.

• Per diem rates (international) , U.S. State Department

Determining Rates

Rates can periodically change throughout the year and they are updated annually on October 1st. Please check with the appropriate website resource for more information before planning travel.

Travelers must be in travel status, meaning either enroute to or at the destination during specific times in order to claim meals. Travelers must be in travel status between:

• 7:30 a.m. and 8 a.m. to claim breakfast
• Noon and 1 p.m. to claim lunch
• 5:30 p.m. and 6:30 p.m. to claim dinner

The meals to not need to be consumed during this time however.

As of Aug. 1, 2020 Actual meal expenses can no longer be claimed. Iowa State University will pay out a per diem based on location of travel. This per diem is to cover all meal expenses including gratuity. If a traveler exceeds the per diem amount, the overage will be either declined for reimbursement (if paid personally) or subtracted from the expense report (if using a Travel and Hospitality Card). Charges to the T&H Card in excess of the daily limit will need to be itemized and charged back to the Ubill using a personal expense checkbox.

This policy is to be enforced consistently. Individual departments or business units cannot enforce reimbursement of actual meals. Travelers can elect to decline all or part of their per diem in writing but must do so without influence from the department or business unit.

Incidentals

Incidental expenses as stated in the per diem may be claimed on any date that there is an overnight stay. Incidentals should not be claimed when there is no overnight stay. The incidental expenses portion of the meal and incidental expenses per diem rate includes "fees and tips given to porters, baggage carriers, hotel staff and staff on ships," as well as "laundry and dry cleaning." Therefore, these expenses may not be claimed separately.

Special considerations

Meals that are provided by a conference, host organization, or event must be removed from expense reports. Per diems cannot be claimed for reallocation or reimbursement on meals that were provided to the traveler. Charges to the T&H Card in excess of the daily limit will need to be itemized and charged back to the Ubill using a personal expense checkbox.

In some rare instances, actual meals are specifically required by a funding source. In those instances actual meals are allowed and the traveler should use a miscellaneous expense item with an explanation of why actual meals are being claimed.

Gratuities may not be reimbursed or reallocated that exceed the per diem.

Per the IRS, meals not requiring overnight travel  must be reported as taxable income . The Expenses Module will require an indication for taxable meals if there is not an overnight stay associated with the trip. It is a duty of the Procurement and Expense Specialist to verify taxability of meals with no overnight stay. These are reported on W2 forms annually.

Travelers should not pay for the meals of other travelers on ISU business. Per diems are paid as individual allowances which means one traveler cannot claim the per diem of another traveler. The exception to this is an allowed group meal situation (see group meals). Do not use a T&H card to purchase the meal of another employee in a non-group meal setting.

Workday uses a percentage breakdown to determine meal rates which means breakfast is 20% of total, lunch is 30% of total and dinner is 50% of total. GSA, DoD, and DoS use similar calculations but occasionally have slightly different individual meal rates. The Workday rate should be the default. If you have questions or disagree with the amount, please contact Financial and Accounting Compliance.


Meal delivery services and gift cards for meals or delivery including but not limited to Grubhub and Door Dash can not be reimbursed or reallocated if part of a virtual conference. Meal per diems are not, for any reason, allowed for virtual events.

• Domestic, contiguous states
• Domestic, Alaska, Hawaii, U.S. territories
• Non-overnight
• International

Meals: Group

Group meals are generally allowable in most scenarios that serve an ISU business purpose. These include, but are not limited to:

• Group student travel
• interview meals for faculty
• recruitment meals for potential grad students
• donor relation meals
• Collaborative meals with non-employees

Putting the meals of multiple ISU employees on one tab is strongly discouraged, as each employee must submit their own expense report. Paying for another employee's meal may cause audit issues

An itemized receipt and the customer copy is required. A customer copy of the credit card slip showing only the meal total and tip is not sufficient. The itemized receipt is required to provide the detail of what was purchased, and the customer copy is required to document the amount paid for the tip. If an itemized receipt is no longer available, the payee must complete a Certificate of Missing Receipt form. The names of the other attendees and the business purpose of the meal must be stated.

• Certificate of Missing Receipt form (PDF)

Alcohol must be deducted, unless charged to unrestricted funds. When alcohol must be deducted, you also should deduct a pro-rated amount for the sales tax and tip associated with the alcohol. If alcohol is charged on a T&H Card, the amount must be itemized to a personal charge expense item for chargeback.

• Example of an alcohol deduction (PDF)

Meal expenses for an employee's spouse (or significant other) usually are not allowable. Some possible exceptions include:

• When the interviewee's spouse (or significant other) also is attending the interview meal.
• When the employee is being recognized at a staff recognition function, attendance of a spouse (or significant other) is generally permitted.
• When meeting with a donor couple, the ISU employee may bring a spouse (or significant other).
• When attending a fundraising event, sometimes it is expected that employees' spouses (or significant others) attend.

These exceptions are not allowed for sponsored programs funding and do not extend to other family members. It is generally not allowable to either reimburse or pay for meals of parents, children, or other relatives. In any situation involving spouses (or significant others) an explanation is required to justify the business purpose.

• Receipt required for all travel and non-travel reimbursements, regardless of the amount, as they are considered a hospitality expense
• T&H Card: Receipt required for all travel and non-travel reimbursements, regardless of the amount, as they are considered a hospitality expense
• Group Meal - In State
• Group Meal - Out of State
• Group Meal - Foreign

Mileage Rates

Mileage guides.

• Mileage rates , Internal Revenue Service
• Mileage Guide, Iowa (PDF)
• Mileage Guide, Out-of-State (PDF)
• Mileage to/from the Des Moines Airport (PDF)

Maximum mileage rates are updated when the Internal Revenue Service (IRS) implements a change, typically at the beginning of each calendar year. Most trips do not qualify for the maximum rate.

If you did not record an odometer reading, refer to the Iowa or Out-of-State Mileage Guides. Online sources like Google Maps may be consulted for the reasonableness of mileage claims to out-of-state destinations. The official starting point is the location of the traveler's permanent office or home, whichever is less. An explanation must be included in the expense report if a traveler does not use the shortest route.

Tolls must be claimed separately. Gasoline usually is reimbursed only for rental cars, as it is less than the allowable mileage rate.

• Travel Expenses: Not Allowed

For travel on or after January 1, 2024

• The default mileage rate increased to $0.335. The higher mileage rate increased to $0.67 per mile.
• The round-trip is less than 100 miles
• The traveler is permanently based off campus
• The traveler was unable to reserve a vehicle from ISU Transportation Services
• The traveler is not an ISU employee or student
• The trip is to/from a designated airport 100+ miles from Ames (Omaha, Kansas City, or Minneapolis) in order to take a lower-cost flight

For travel on or after July 1, 2023

• The default mileage rate is $0.3275

"Round-trip" includes the entire trip departing from and returning to Ames (or the official station of the employee, if based outside of Ames). For example, if an employee working in Ames drives to Cedar Rapids for a meeting, then continues on a separate trip to Mt. Vernon for a different meeting, the Cedar Rapids to Mt. Vernon portion of the trip does not qualify for the higher rate, even though this portion of the trip was less than 100 miles.

"Off-campus" means outside the city of Ames, and therefore unable to conveniently use vehicles from Transportation Services. For example, the ISU Research Park is off the main campus, but within the City of Ames, and able to conveniently use Transportation Services. Therefore, employees located at the ISU Research Park, or other locations within the city of Ames, would not automatically qualify for the higher rate.

Remote Work Locations

An employee's campus office is considered their permanent location, even on remote work days designated in a WorkFlex agreement. Employees must use the “ISU standard rate” (half the IRS standard rate) on remote work days.

Mileage to/from the Des Moines Airport

Iowa State does not reimburse travel that is part of a traveler's commute, including weekends. This applies to mileage to/from the Des Moines Airport and any other business destination.

Sample scenarios for Des Moines Airport mileage

• PDF version (2 pages)

Traveler lives farther from the airport

• The commute from Story City to campus is not reimbursable mileage
• The mileage from campus to the airport can be reimbursed

Traveler lives closer to the airport

• The mileage from Ankeny to the airport can be reimbursed
• The commute from Ankeny to campus is not reimbursable mileage, even if the traveler is at work when they leave for the airport
• Cannot be claimed on a T&H Card
• Mileage - Athletics Courtesy Car
• Mileage - Default Mileage Rate
• Mileage - IRS Standard Rate

Actual expense. Business purpose of newspapers should be stated on the reimbursement.

Package Deals for Airfare and Hotel

When the airfare and hotel are lumped together as one price as part of a package deal through Travelocity, Orbitz, etc., enter the full amount under Miscellaneous Expenses - Other . Include an explanation in the Other Comments field that the package deal included both airfare and hotel, and state the hotel nights covered by the package.

When the package deal splits the amounts between airfare and hotel, list the airfare amount in the Airfare Paid by Traveler field and pro-rate the hotel charge in the Lodging field for each of the nights covered.

Using a package deal usually means the hotel will not provide an itemized receipt.

• Use of T&H Card not allowed unless travel is booked directly with the airline or through ISU's  contracted travel agencies
• Miscellaneous Travel - In State
• Miscellaneous Travel - Out of State
• Miscellaneous Travel - Foreign
• Note in memo field that airfare is included in package

Actual expense.

• Parking - In State
• Parking - Out of State
• Parking - Foreign

Passports, Visas

Actual expense, if necessary for university travel. If a photo is taken as part of the passport application process, it can be reimbursed. Since passport applications now require a birth certificate with a raised seal, we can reimburse for a copy of the birth certificate as well.

• Travel Visas/Passports

Photocopying and Printing

Actual expense, if necessary for university business while in travel status. Printing should be completed prior to travel if possible using ISU Printing Services . If in travel status, please contact [email protected] prior to printing through a third party to get an exception approval. The exception should be submitted to Finance Service Delivery to be attached to the Expense Report.

Preferred Seating, Seat Selection Fees

Some airlines charge extra for choosing a seat on the plane, which is allowable. Documentation usually is part of the itinerary detailing the other charges. Federal funds cannot be used for this expenditure.

• Preferred Seating
• Preferred Seating - Foreign

Premium Economy Fares

Some airlines offer additional leg room and seat width for an economy fare. The name varies by airline (e.g., American Airlines Main Cabin Extra, Delta Airlines Comfort+, United Airlines Economy Plus). Documentation usually is part of the itinerary detailing the other charges. Federal funds cannot be used for the incremental increase over the regular economy fare.  Seat Guru  and  Smarter Travel  provide comparisons of what different airlines offer.

• Receipt required, regardless of price
• Premium Economy Seating

Private Airplane Miles

Private airplane miles can be reimbursed at the rate provided by the General Services Administration. Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a reimbursement using the formula (1 NM equals 1.15077945 SMs).

• Mileage rates , General Services Administration
• Cannot be claimed on a T&H Card

Registration

Actual expense, excluding extra costs for spousal attendance or events that are purely for entertainment purposes. Reimbursements of all conference registrations (including virtual) can only be processed after the event has passed.

• Prepayment of registration by an ISU Travel & Hospitality Card or Purchasing Card is encouraged.
• Seminar Registration - In State
• Seminar Registration - Out of State
• Seminar Registration - Foreign

Safe Deposit Boxes

Actual cost of rental of a hotel safe deposit box required for business use. Storage of personal items is not reimbursable. If the safe deposit box was not an optional charge, please explain and it will be reimbursed.

Actual expenses for materials that must be shipped while in travel status.

Snacks, Non-alcoholic drinks

Should be claimed in the "Meals" column and should not be used as a means of exceeding the per diems.

• Domestic Meals Per Diem (Alaska, Hawaii and U.S. Territories)
• Domestic Meals Per Diem (Contiguous U.S.)
• Non-Overnight Meals Per Diem

Taxis, Buses, Shuttles, Ride Services, Subways, Railways

Services and isu contracts.

• Car Rental Agreements
• Des Moines Airport Transportation/Shuttle Services
• Amtrak Train Services

Actual expense including tip is reimbursable.  Taxis, Ubers, Lyfts, and other ground transportation used solely for personal meals is not reimbursable.

Travel to/from the Des Moines Airport

Taxis and Ride Shares

Normally, this is not the most economical option. Investigate alternatives before choosing a private ride service.

• Executive Express  shuttle at the Ames Intermodal Facility
• One-way car rental to local airports

Personal Rides

For extended trips, travelers can claim a second round-trip ride to the Des Moines Airport if:

• It saved an equivalent amount on airport parking fees
• The family has only one vehicle
• Rail/Subway Service - Domestic
• Rail/Subway Service - Foreign

Telephone Charges

Actual expense of business-related calls. If not detailed on the hotel receipt, a copy of the traveler’s phone bill must be attached. The Communication Technology Allowance policy limits reimbursement to roaming charges, minutes above the monthly contract, or international calls, or temporary access to services while on assignment. Phone cards used for international travel also are reimbursable.

• Communication Technology Allowance policy , ISU Policy Library
• Mobile Phones/Phone Cards

Actual expense. Receipts often are not given.

• Tolls - In State
• Tolls - Out of State
• Tolls - Foreign

Tours, Cruises

Actual expense of business-related tour or mandatory conference events is reimbursable. Optional or pleasure tours are not reimbursable.

• Entertainment - In State
• Entertainment - Out of State
• Entertainment - Foreign

Traveler’s Checks Fee

Actual expense if required for university travel.

TSA PreCheck Program

In December 2013, the Transportation Security Administration began a program that allows low-risk travelers to experience faster, more efficient screening at participating U.S. airports, for both domestic and international travel. (The Des Moines International Airport is one of the participating airports.) Participants in the program also will not have to remove belts, shoes, jackets, or laptops. The $85 application fee is non-refundable, even if the application is denied. Federal funds cannot be used for this expenditure.

• TSA PreCheck program information

Trip Insurance

Review Risk Management's guidelines regarding CISI international trip insurance before purchasing coverage on your own. Unlike  Flight Insurance  (not allowed), Trip Insurance has a potential benefit to ISU (e.g., the refund of the air ticket price) if the trip is cancelled. This can be reimbursed at the discretion of the department after reviewing what is covered by the fee. If it is primarily for a personal coverage, such as lost luggage, it benefits the employee and is not reimbursable.

• International health and safety insurance , Risk Management
• Travel Expenses: Not Allowed , "Flight Insurance" section

Receipts / Audit Requests

For all travel reimbursements, itemized receipts are generally only required for single expenses over $75**, with the exceptions of lodging, airfare, group meals, and expenses on behalf of another, all of which require itemized receipts regardless of the amount. Non-travel expenses claimed on a travel reimbursement (e.g., books purchased at a conference, or a group meal for an interview) also require itemized receipts, regardless of the amount. For all other expenses $75 or less, the university does not require receipts. Individual departments can choose to require their employees to retain receipts for all amounts but cannot require them in Expense Reports.

For non-travel reimbursements, itemized receipts are required for all expenses, regardless of the amount.

Receipts for group meals must be itemized to indicate if alcohol was included. A credit card receipt showing only the total is not sufficient documentation. If the itemized meal receipt is not available, a  Certificate of Missing Receipt  (PDF)  form must be submitted.

All receipts denominated in a foreign currency must be converted to U.S. Dollars. Please see  Foreign Travel - Foreign Currencies  for information on sources for conversion rates.

Receipts in a foreign language should include a brief English translation provided by the person being reimbursed, as this will be necessary for the verifiers and approvers to understand what is being reimbursed.

Workday randomly selects travel and non-travel reimbursements to be audited, based on an algorithm. Controller’s Office may also perform additional audits.

** The $75 threshold for requiring receipts refers to when a receipt normally would be issued. For example, if the traveler parked a car for three days in a parking garage where the charge was $30 per day, we would expect to see one receipt for $90. Since the amount for that use of the parking garage was above the $75 threshold, a receipt would be required. However, if a traveler traveled to three different cities on different days and incurred $30 charges each day, a receipt would not be required, as these were separate uses of a parking facility, each below the $75 threshold.

Other International Risk Management

• Register or update an international travel plan

Program and project development

We are available to offer consultation and expertise to faculty, staff, and departments currently operating or considering programs or projects abroad.

• Destination-based risk assessments
• Long-term strategic risk assessments for international operations
• Recommendations for global or in-country insurance coverages
• Cost estimates for insurance and mitigation measures

Contact us to discuss your program or project.

Export control

Your international travel may be subject to export control restrictions. Export Administration Regulations (EAR) and International Traffic in Arms Regulations (ITAR) prohibit the export of specified technology and related technical information to certain foreign nations and their citizens. Office of Foreign Asset Control (OFAC) regulations prohibit economic activities with certain listed countries, entities and individuals. Federal law allows the imposition of both civil and criminal sanctions for violations.

Consult with the Office of Research Ethics to find out what export control regulations you may be subject to and how to properly prepare for travel.

Work in foreign countries

Employing individuals in foreign countries or working for extended periods from abroad involves complex regulatory and tax implications. Departments interested in doing this should consult the Office of General Counsel's guidance for work in foreign countries .

Travel policies

Review the following university policies prior to international travel:

Travel - Foreign  - Addresses reimbursement of university travel-related expenses incurred while outside the US Export Controls  - Federal law prohibits the export of specified technology and related technical information to foreign nations International Travel Registration  - Defines ISU-Sponsored travel and registration requirements for travel

Travel-related expenses

Pre-expense authorization.

Many departments require employees traveling internationally to complete a spend authorization in Workday prior to incurring travel-related expenses. Consult your procurement and expense specialist or the  Create Spend Authorization or Cash Advance for Departments  job aid.

Restrictions and allowable expenses

Visit the Controller's department  Travel Information  page for guidance on restrictions and allowable expenses for foreign travel.

Topics include:

• Incurring expenses in foreign currency with a fluctuating exchange rate
• Airline restrictions when using federal funds
• Guidelines for per diem reimbursement (department policies may vary)

Travel & Hospitality Cards

Travel & Hospitality (T&H)  credit cards are available through procurement services. T&H cards allow university employees to charge travel expenses directly, rather than request reimbursement after travel. The cards work internationally wherever Visa cards are accepted. Because some destinations may have limited ability to accept credit card payments, plan to use cash as well.

Policies and resources

• Export Controls policy
• International Travel Registration policy
• Foreign travel - Controller's department
• Office of Research Ethics
• Travel - Foreign policy

• Policy Index

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Travel - Authorization and Funding

Effective: Moved to Policy Library from UPM 8.1(1) Updated: August 1, 2020 Contact: Controller's Department

Introduction

This policy clarifies authorizations required for university business-related travel. Employees and non-employees are subject to the same reimbursement limits.

Policy Statement

Prior to travel beginning, travelers are required to obtain permission to travel from a supervisory or designated authority.

An individual traveling on university business should neither gain nor lose personal funds as a result of that travel. Travelers are expected to choose the least costly method of transportation that also meets their scheduling needs. Expense reimbursements must be university business-related, properly documented, and in compliance with university policies and procedures. Travelers may also use a university issued Travel and Hospitality (T&H) Card as an alternative method of payment for qualifying travel related purchases. 

This policy applies to travel paid from all sources of university funding, which includes all programs, grants, gifts, or projects. Grantors funding travel often have policies that are more or less restrictive than those of the university. The more restrictive policy must always be followed. Supervisors may find it necessary to limit business travel expenses. Supervisors may set a maximum dollar amount per trip utilizing the Workday Spend Authorization or a maximum number of meals for day trips. The traveler must be aware of any limitations. All travel expenses must be in compliance with related policies (see Resources below).

If the travel is international, travelers are required to register with the Office of Risk Management and are strongly encouraged to complete a spend authorization prior to the travel. International travel must be Fly America Act compliant to be paid from federal funding. 

When personal and business travel is combined, expenses must be well documented and may not exceed the lowest available cost of a direct or uninterrupted route. If the traveler uses an indirect route or interrupts travel by direct route for personal convenience, any additional expenses incurred will be the sole responsibility of the traveler.

Through the use of T&H Cards and prepayment of registration fees or deposits, travel advances should not be necessary. However, if this is not practical, an employee or graduate assistant may obtain a travel cash advance. An expense report must be completed within 30 days of the completion of the trip to avoid charges to the traveler’s U-bill and potential finance charges on a travel cash advance. As a condition of travel cash advances, cash advances will be deducted from reimbursement of other personally paid expenses or charged back through ISU University Receivables.

• Expenditures – Allowable, Appropriate, Documented
• Summary of Allowable Expenses
• Unallowable Travel Expenses
• International Travel Registration
• FAQ - Travel Advances; Workday Spend Authorization
• Responsibilities of Travelers and Supervisors
• Fly America Act - Airfare Restrictions - Federal Grants
• Travel - Airfare
• Travel - Foreign
• Travel - Reimbursement
• Travel - Student Organizations
• U.S. GSA Per Diem Rates
• U.S. State Department Foreign Per Diem Rates
• Travel - Authorization and Funding [Policy in PDF]

Copyright © 1995-2024, Iowa State University of Science and Technology. All rights reserved.

Out-of-State Travel

Reference materials.

Out-of-State Travel Reimbursement Summary  - Summary of Reimbursement Guidelines

Out-of-State City Levels  - Information on city levels, which corresponds to the reimbursable subsistence allowances found in Procedure 210.305, 2.b. 

• Meal Receipt FAQ  - Requirements resulting from Executive Order Number 13
• Travel Policies, Section 210  - SAE Accounting Policy and Procedures Manual, Travel Section

Online Travel Authorization

Online Travel Authorization ( OTA )  -  FAQ  - The OTA FAQ is available after logging on to the OTA webpage.

• Online Travel Authorization and Payment Process Manual  - This Instruction Manual is accessible only by those with access to the State's intranet.  If you are not able to open this page and feel it should open, contact the Office of Chief Information Officer (OCIO) by email at  OCIO Service Desk  or by phone at (515) 281-5703 or (800) 532-1174.

Travel Documents

Travel Documents are located at I/3 Accounting Forms & Documents

NOTE: Individual departments may have more restrictive travel policies in place. Before you make travel plans, check with your department’s accounting personnel. General guidelines are provided on this site by the State Accounting Enterprise for travel reimbursement for state employees.

For more information, contact your department’s accounting personnel or Anieta O'Hair , State Accounting.

U.S. Department of State

Diplomacy in action.

You may use the input field below to enter all or part of a post name. The percent sign "%" serves as a wildcard character. Clicking "Go" will display a list of posts matching the name entered with links to the Per Diem data.

ATTENTION: *DEA, FBI and U.S. Marshals Service (USMS) receive danger pay and adjusted post differential at additional locations listed in footnote "u". **To view DOD imminent danger pay see footnote "v".

Purchasing, Accounts Payable & Travel

In This Section

General Travel Policy

• Airfare Policy
• Car Rental Policy
• FAA Flight Delay Data
• Lodging Policy
• Other Expenses
• Private Aircraft
• Registration Fees
• Travel Policy for Remote Work

Domestic Travel

• Meal Guidelines
• National Traffic and Road Closure Info

International Travel

• Consolidator Tickets
• Currency Conversion
• Embassy Listings
• Export Control Rules Traveling Internationally
• Fly America Act
• Foreign Per Diem Rates by Location
• US Dept of State-Travel Info
• International Travel Policies
• International Travel Policies Students
• Study Abroad Student Policy
• Travel Regulations

Preferred Vendors

• Iowa House Hotel
• Travel Agencies and Discount Airfare
• Other Travel Services
• Travel Vendor Discounts

Travel FAQs

Trip and Travel Tools

International Travel Risk Resources

• CDC Travelers’ Health Guidance
• U.S Department of State Travel Advisory
• UI Student Travel Registry

Need to travel or assistance with planning a trip?

Contact destinations unlimited at (319) 351-4510 or visit  destinations unlimited website . , announcement:  new travel policy for remote workforce .

See the article on remote work

The new travel policy  impacting remote workforce persons to ensure we are compliant with IRS policy is available.  The new policy is located in the Operations Manual under 22.1 Travel for Faculty and Staff section g.

Announcement: Protrav Mobile App

https://university-shared-services.fo.uiowa.edu/protrav-mobile-application

Announcement: Additional coverage for insurance 

An outline of the coverage additions and changes can be found at insurance-plan-changes. 

Announcement: National and Enterprise

The Universities Account Number was compromised by being posted on a public website with a description of the institution linked to the account and the benefits. In order to ensure the U of I was not susceptible to fraudulent rentals, travelers may be asked to present an email with their credentials in their signature, proof of the trips purpose via email, business card (old school), or a badge, etc. to identify themselves.

Announcement: Preferred Travel Vendors/Discounts

Contractors/Consultants who are contracted to provide professional services to the University of Iowa are eligible for some University travel discounts and may utilize the services of the University’s travel service providers, for more information go to:  Travel Vendor Discounts

Announcement: Eastern Iowa CID Airport

Please see the following link for a possible health screening program to implement July 27 th  at the Cedar Rapids area airport.

CID Unveils Health Screening Program

Announcement:   Current travel Guidelines

Please see the following for current travel Guidelines:

https://wwwnc.cdc.gov/travel/

https://international.uiowa.edu/study-abroad/study-abroad-resources/health/ui-international-travel-policy-students

Current Trips Approved April 1-July 31, 2020

Over 3100 domestic and international trips for this time period are currently routing for approval or already approved in ProTrav.  Since expenses are already reconciled to some of these trips, the trips will not be voided. Due to the Governor’s directive, travel is no longer permitted, and these trips will be marked with the following description:   Trip Cancelled per Iowa Governor directive . ProTrav will send a notice automatically to the traveler and approvers noting that this change has been made to the trip.

If a trip was previously approved and falls into the categories about,  you will need to resubmit your request following the instructions above for exceptions.

The  Board of Regents has suspended University-sponsored  international travel for 30 days effective March 5. Find additional details pertaining to this in  The FAQ link .

Announcement: Eastern  Iowa Airport’s cell phone waiting lot temporary move.

Read more at  Eastern Iowa Airport temporary cell phone lot .

Mission Statement

The Travel office is responsible for auditing and processing all payments related to University of Iowa Business Travel. They are also available as a resource for information regarding Travel Policy and Processes.

New Travel Policy for Remote Workforce

Summary of international travel insurance plan changes, car rental - national or enterprise security, cid travel well health screening begins january 25th, news for international travelers - coronavirus.

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Here’s how you know

Official websites use .gov A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS A lock ( ) or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

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• Per Diem Lookup

FY 2024 Per Diem Rates for tempe, Arizona

Daily lodging rates (excluding taxes) | october 2023 - september 2024.

Cities not appearing below may be located within a county for which rates are listed. To determine the county a destination is located in, visit the Census Geocoder .

Meals & Incidentals (M&IE) rates and breakdown Footnotes

Use this table to find the following information for federal employee travel:

Breakfast, lunch, dinner, incidentals - Separate amounts for meals and incidentals. M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Sometimes meal amounts must be deducted from trip voucher. See More Information

First & last day of travel - amount received on the first and last day of travel and equals 75% of total M&IE.

• I'm interested in:

Primary Destination

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government-related facility (whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Meals & Incidentals

The separate amounts for breakfast, lunch and dinner listed in the chart are provided should you need to deduct any of those meals from your trip voucher. For example, if your trip includes meals that are already paid for by the government (such as through a registration fee for a conference), you will need to deduct those meals from your voucher. Refer to Section 301-11.18 of the Federal Travel Regulation for specific guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government. Other organizations may have different rules that apply for their employees; please check with your organization for more assistance.

First & Last Day of Travel

This column lists the amount federal employees receive for the first and last calendar day of travel. The first and last calendar day of travel is calculated at 75 percent.

Additional per diem topics

• Meals & Incidental Expenses breakdown (M&IE)
• State tax exemption forms
• Factors influencing lodging rates
• Per diem highlights
• Fire safe hotels
• Have a per diem question?
• Downloadable per diem files

Need more information?

• Rates for Alaska, Hawaii, U.S. territories and possessions (set by DoD)
• Rates in foreign countries (set by State Dept.)

Related topics

• Travel resources
• E-Gov Travel
• POV mileage reimbursement rates

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Gov. Reynolds, Iowa Department of Education announce new grant program to expand summer meal sites for children

• Wednesday, April 10, 2024
• Press Release

Governor Reynolds and the Iowa Department of Education today announced $900,000 in competitive grants to help more Iowa children and teens access nutritious meals and snacks during the summer months. The grants will support school districts and other qualified organizations to serve additional communities through expanding participation in two existing federally funded summer child nutrition programs.  

The Summer Food Service Program and Seamless Summer Option, administered by the Iowa Department of Education in partnership with the U.S. Department of Agriculture, help ensure Iowa children ages 18 and under have access to healthy meals and snacks during the summer. Through the new state-directed Summer Meal Program Expansion Grant, additional summer meal sites will be launched through these two existing federal programs to serve more children in currently underserved areas across the state.   

“Providing young Iowans with access to free, nutritious meals in their communities during the summer months has always been a priority,” said Gov. Kim Reynolds. “With the Summer Meal Program Expansion Grant, we will expand these well-established programs across our state to ensure Iowa’s youth have meals that are healthy and use local community farms and vendors when possible.”  

Qualifying Iowa schools participating in the National School Lunch Program or School Breakfast Program may apply as either a Summer Food Service Program or Seamless Summer Option sponsor. Private nonprofit organizations, community and faith-based organizations, higher education institutions and local government agencies are eligible to participate as a sponsor for the Summer Food Service Program.   

“Through partnerships with community-based providers and schools, the Summer Meal Program Expansion Grant will build upon family-focused solutions to support child nutrition and well-being in the summer,” said Iowa Department of Education Director McKenzie Snow. “The Iowa Department of Education remains committed to supporting students with healthy meals and food options, as it supports communities in growing the impact of existing child nutrition programs.” 

Summer meals can be served at a variety of sites within the community, such as schools, churches, community centers, parks, libraries and camps. Prospective new meal sites must be located in an area where at least 50 percent or more of the children are eligible for free or reduced-price meals. Priority consideration will be given to applicants that establish a new open meal site, where all children ages 18 and younger are served. Summer Food Service Program or Seamless Summer Option sponsors that did not operate in 2023 or are in a county with two or fewer current meal sites will also be given stronger consideration.    

“Many children rely heavily on these meals during the school year to provide them with the fuel and nutrition to grow healthy and become successful–the summertime is no different,” said Iowa Department of Health and Human Services Director Kelly Garcia. “Together, we are leveraging public-private partnerships to care for our children most in need.” 

Eligible current and new sponsors that plan to add open meal sites may apply for reimbursement funding for up to $10,000 for the first new site and $5,000 for each additional site. Current sponsors may apply for a total of $20,000, and new sponsors can apply for up to $30,000. Sponsors who did not participate in 2023 and intend to provide meals to targeted groups may also apply for up to $2,500 per site. Allowable reimbursement costs will include items such as local food purchases, program outreach and other operational expenses not currently covered through program reimbursement.  

Applications for the Summer Meal Program Expansion Grant are now being accepted at IowaGrants.gov . The application deadline is May 7, 2024, at 11:59 p.m. The number of eligible applicants and corresponding budget proposals will determine the number and amounts of grants awarded. 

Additional information on the Summer Meal Program Expansion Grant can be found on the Department’s website .  

Funds for the Summer Meal Program Expansion Grant are provided through State and Local Fiscal Recovery Funds provided through the American Rescue Plan Act of 2021.