As we embark on a new academic year, the financial and accounting compliance team (FACT), controller's office, reminds faculty, staff and students about several procedures regarding university travel. The team thanks you in advance for following these guidelines.
An additional reminder (below) affects all fee-for-service units.
Questions may be directed to the financial and accounting compliance team.
Travel guidelines
- Ticket class: All air travel must be booked in economy or coach fare. Business and first-class tickets are only permissible with preapproved medical exceptions.
- Combining personal and business travel: When university employees combine personal and business travel, they must conduct a flight comparison for the same dates and times prior to the trip. Without an accurate flight comparison, university funds cannot be used for trips that mix personal and business purposes. This comparison rule also applies to a driving versus flying consideration.
- Lodging: Reimbursement or reallocation will be provided for lodging that has a base rate at or below the U.S. General Services Administration (GSA) or U.S. Department of State per diem rates, even if taxes and fees exceed the per diem. Conference hotels are exempt from these GSA limits.
- Mileage and meals allowance: Mileage and meals are reimbursed as allowances, and meals will be reimbursed according to the published per diem rates set by GSA. The team recommends that employees personally cover the cost of gas and meals during their travels and then claim reimbursement for mileage and meals. This method ensures that you receive the appropriate allowances.
- Expense reports: Submit expense report requests to finance_delivery@iastate.edu. The procurement and expense specialist team is ready to assist you with creating your expense reports.
- New travel vendor: Iowa State has partnered with Diversity Travel to assist with booking airfare, lodging and car rentals, domestic and international. More information about Diversity Travel is in this summer announcement from procurement services on travel agency changes. It joins Collegiate Travel Planners as the university's contracted travel agencies.
Rate review for fee-for-service centers
All fee-for-service accounts should have their rates reviewed at least once per year. If your account has not undergone a rate review in 2024, please contact fact@iastate.edu for assistance.
