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Note: Effective January 2010, University reimbursement rates have been revised (to conform with U.S. General Services Administration rates). For individual changes, see the redlined version.
22.1 POLICY.
(11/01; amended 1/02; 1/03; 9/1/05; 1/06; 1/07; 2/07; 2/08; 8/08; 2/09; 8/09; 1/10)
b. People not on University-related business may accompany, at their own expense, an individual traveling on University-related business except when the method of transportation is a University-owned vehicle (see V-19 Motor Pool).
c. Receipts. Original paper or electronic receipts for airfare, rental car, train, hotel, and conference fees and any other single expense of $75 or more must be attached to the travel voucher. In the event that an original cannot be obtained, a copy must be attached and a reasonable/acceptable explanation for why the original is not available must be provided. Generic receipts (any receipt that does not have a preprinted or stamped conference/hotel/vendor name) are not an acceptable proof of payment. If a generic receipt is the only receipt available, the following additional documentation will be required: 1) canceled check front and back, or 2) duplicate check and bank statement (information unrelated to this transaction may be blacked out), or 3) credit card statement.
d.Travel reimbursements are sent by direct deposit to employees whose payroll checks are direct deposited. These payments are sent as separate payments and are not included in the payroll process. Travelers may elect to have payments sent to a different account than their payroll or to stop direct deposits by completing the direct deposit form (at the University's E-forms site) and selecting the travel option. Where direct deposit is not an option, checks are sent to the traveler's home address provided on the voucher.
e. Transportation.
To obtain the lowest fare, tickets should be purchased at least 14-21 days in advance of travel whenever possible. However, due to the cancellation penalties imposed by the airlines on almost all reduced rate tickets, travelers should try to balance the need for savings generated by advance purchase with the knowledge that travel arrangements cannot be changed without significant penalty.
The original ticket/receipt is always required for reimbursement. The itinerary provided by the airline or booking agency is sufficient documentation for tickets charged to the procurement card. For electronic tickets passenger receipts are still provided by most carriers and are still required for reimbursement or to clear advances. For airlines that issue only electronic tickets, the itinerary and receipt of purchase must be provided. When a ticket is exchanged, the original ticket, the exchange (new) ticket, and the Refund/Exchange Notice must all be submitted with the travel voucher.
(2) Charter air travel. Charter air travel may be authorized by the appropriate dean or administrative officer when it is in the best interest of the University. Decisions should be based on savings to the University, taking into consideration transportation costs, lodging and related expenses, and time. Situations where charter air would be considered reasonable include, but are not limited to, the following:
(b) When travel by commercial means would result in such a late return that working a full day the following day would be impractical or unreasonable.
(c) Where a group of University faculty, staff, or students is traveling to the same destination and significant cost savings can be realized.
(d) To locations not served by commercial air.
(e) When there is a time emergency and it is determined that an off-campus appearance or assignment is required and of obvious benefit to the University and cannot be achieved by any other reasonable travel plan.
When night flights are involved, only two-engine airplanes may be chartered.
(3) Personal automobile. Any person authorized to travel on University business may choose to use his or her personal automobile, but does so at his or her own risk and is personally responsible for all costs of operation, including repairs to the automobile, and for public liability and property damage.
Mileage reimbursement will be made to the owner of the vehicle only. The actual mileage driven (shortest or most convenient route directly to and from business destination) must be stated in the description column of the travel expense voucher. The standard mileage reimbursement rate is $.285 per mile.
(ii) A motor pool vehicle is requested, but is not available; or
(iii) The faculty or staff members are located in an area not served by campus motor pools.
(ii) There is no adequate common carrier between points of travel;
(iii) It is necessary to transport delicate instruments or excessively bulky material not readily adapted to common carrier transportation;
(iv) There is a justifiable time emergency; or
(v) When savings to the department can be demonstrated (see example below) and time away from work for driving has been appropriately approved. Meals, mileage, and hotel costs must be compared to a round-trip coach airfare ticket purchased two weeks in advance of the trip plus ground transportation to and from airports. An official airfare quote from a travel agency must be attached to the travel voucher.
Example, case (v):
(ii) Passenger travel must be optional. Alternative modes of travel must be available without adverse consequences that would unduly influence the decision to travel by private aircraft. All travelers in the private aircraft must be at least 18 years old and must provide a signed Release of Liability.
(iii) Purpose of travel --The purpose of the travel must be within the scope of employment.
(iv) Savings -- Cost savings or time savings must be realized, or there must be no adequate common carrier to point of travel.
(vi) Certificate of insurance. Insurance coverage in the amounts designated below must be maintained. The University of Iowa, the Board of Regents, State of Iowa, and the State of Iowa must be named as additional insured on the aircraft liability insurance. The policy must provide no less than 30 days notice of cancellation and must include waiver of subrogation for covered claims. The following limits apply:
(B) 6-8-seat capacity -- $2,000,000/occurrence, with a minimum of $300,000 per-seat limit.
(C) 9-seat or greater -- $3,000,000/occurrence, with a minimum of $300,000 per-seat limit.
(ii) Private leased aircraft: Actual documented cost of rental, fuel, airport landing fees. Total reimbursement may not exceed the cost of coach class commercial airfare to the nearest airport and ground transportation to and from business destination.
Note: The names of all passengers must be included on the travel voucher.
(c) Liability. The University travel reimbursement rate above includes a provision for expenses, including insurance, in the mileage rate calculation. Therefore, in the event of an accident, the traveler who pilots a personally owned or privately leased aircraft must rely on his or her own personal aircraft liability insurance policy as the primary liability coverage.
The University is not responsible for personal injury or damage for individuals who choose to travel in a privately owned or leased aircraft. In the event of accident, injury, or damage, travelers must look to the responsible party, i.e., the pilot and/or the owner of the aircraft or their insurance, for recourse.
(6) Vehicle Rental. University employees are expected to secure rentals from the University contracted vendor (see paragraph (a) below). Reasonable rental charges for standard/midsize vehicles are allowed. Additional charges for upgrades are not allowed unless there is a specified business purpose for the upgrade, such as multiple University employees traveling together. The original itemized receipt from the car rental agency must be submitted with the travel voucher or procurement card voucher. Gasoline costs not included on the rental agency invoice may also be claimed. If gasoline receipts are available, they should be attached to the voucher. If the rental included personal as well as business travel, the total cost should be divided by the number of total rental days and then multiplied by the number of business days.
Collision and/or physical damage is covered under the university's self insurance program. CD/LDW should not be purchased for business rentals. If purchased the cost is not reimbursable. Insurance coverage for personal effects (PAI), credit cards (PEC), or health/life insurance, etc., is not reimbursable.
(b) Rentals from non-contracted vendor. See V-15.4 Auto Insurance for Risk Management's policy on potential, additional liability costs.
(ii) When travelers choose to use another car rental provider where the contracted vendor is available, basic liability coverage must be included in the rental or purchased at the traveler's expense.
(8) Tolls. Bridge or road tolls are allowable items of expense.
(a) Where travel by commercial air is not feasible and/or where significant time savings could be realized by flying charter air.
After authorization has been received, arrangements for the charter service should be made with a licensed flying service. The flying service is to send the billing for services to the person making arrangements for the charter flight. This billing should be sent with a completed and signed non P.O. voucher and invoice to the University Travel Office for payment.
(a) In any of the following circumstances the rate of $.50 per mile may be claimed:
(4) Private aircraft. The University permits, but does not require, travel on aircraft that is personally/privately owned by a University traveler or employee. The University does not evaluate or affirm the credentials or skills of any individual pilot, ascertain the airworthiness of any plane, or affirm the safety of personal/private aircraft operation. Travelers are solely responsible for their decision to use a personally owned or privately leased/rented aircraft to travel. Travelers may wish to confer with their personal insurance representative prior to travel.
(i) The round-trip distance traveled is less than 100 miles and/or the total trip time (travel and business) is four hours or less;
(b) Meals and lodging en route are allowed if one of the following conditions is met:
(i) Two or more persons are taking the same trip at University expense (the names and social security numbers of such passengers must be listed in the description column of the travel expense voucher);
(c) If none of these conditions are met, transportation reimbursement will be the lower of:
Oklahoma City, OK, 1362 miles @ $.25 $ 340.50 Hotel one night each way @ $ 50.00 100.00 Meals en route lunch and dinner -- 2 @ $12 + 2 @ $20 64.00
Total $ 504.50 (a) Travel agency airfare quote 624.00
Ground transportation to and from airports 50.00 Total $ 674.00 (b) Savings to the department (b minus a) $ 169.50
(i) Mileage reimbursement alone (meals and lodging are not allowable); or
(ii) Round-trip coach class plane fare plus ground transportation to and from airports.
(a) Requirements. Any person authorized to travel at University expense and who intends to use/pilot a personally owned or privately leased aircraft for transportation while on approved University business must meet certain conditions and submit specific information. The conditions are:
(5) University-owned automobiles. See V-19 Motor Pool.
(i) Traveler must be a licensed/certified pilot.
In addition, the following information must be on file with the Risk Management Office and the Travel Office prior to travel:
(v) Completed Aircraft Information Form (available from the Department of Risk Management).
(b) Reimbursement. University travel reimbursement shall be at the following rates:
(A) 5-seat capacity or less -- $1,000,000/occurrence, with no per-seat limit.
(vii) Release of Liability form for each University employee and passenger.
(i) Personally owned aircraft: $1.29/air mile. Reimbursement may not exceed cost of coach class commercial airfare to the nearest airport and ground transportation to and from business destination. Reimbursement includes all costs of operation, landing fees, fuel, etc. These costs may not be claimed in addition to the mileage reimbursement.
The traveler who uses a personally owned or privately leased aircraft is responsible for payment of all costs of operation, including licenses, fees, FAA certificates, fines, rental charges, storage costs, fuel, repair costs, and aircraft and passenger liability insurance.
(a) Rentals from contracted vendor. The University has a contract with a vehicle rental agency, and employees are expected to use this contract in order to obtain sufficient insurance coverage. No additional insurance should be purchased.
(7) Taxi. Actual, reasonable taxi, shuttle, or other local transportation costs are allowable expenses. Itemize by date and indicate points of travel in the description.
(i) Travelers who must use another car rental provider in locations where the contracted vendor does not supply should verify that basic liability insurance is included in the rental. If liability is not provided, basic liability coverage insurance should be purchased and is an allowable expense.
(c) Car storage and parking. Itemize by date and attach receipts for storage to the voucher. Charges for car storage and parking are allowed only when mileage reimbursement for a personal car or rental automobile is allowed, or when a University-owned car is used.
(2) Maximum allowances:
(b) If the hotel is not the site of the conference, but the cost is equal to or less expensive than the conference site hotel, the actual cost plus tax will be reimbursed when documentation showing the cost of the conference site hotel is provided.
(c) If neither (a) nor (b) applies, reimbursement for domestic travel will be limited to 200 percent of the Federal Travel Directory (FTD) per diem rate for that city. University of Iowa maxiumum allowances are calculated for you by the Travel Office at www.uiowa.edu/%7Efustd/travel/perdiem.shtml. For international travel, reimbursement is limited to the federal government lodging maximum. International rates are available at the U.S. Department of State web site at www.state.gov/m/a/als/prdm.
(b) If sharing with a colleague(s) from another institution, only the portion for the UI employee should be claimed.
(c) If sharing with a person(s) who is not on University-related business, reimbursement will be limited to the single room rate or 75 percent of the double room charge. If claiming the single room rate, clear documentation of the single room rate must be provided. Acceptable documentation includes official housing information from conference materials or official verification of the single room rate provided by the hotel, on hotel letterhead.
(2) Allowances. For domestic travel, maximums will be based upon rates set by the federal government for each out-of-state destination and $31/day for in-state locations on days the traveler is in travel status the full day. On days of departure and return the maximum allowance will be prorated according to the time and meal charts below, allowing 20 percent of the meal allowance for breakfast, 30 percent for lunch, and 50 percent for dinner. The traveler must be in travel status during the following time frames to qualify for individual meal reimbursements. Travel status is defined as the time the traveler leaves his or her home or office until the time the traveler returns to his or her home or office.
| 6:00 a.m. | To claim breakfast |
| 11:00 a.m. | To claim lunch |
| 5:30 p.m. | To claim dinner |
| 8:00 a.m. | To claim breakfast |
| 1:00 p.m. | To claim lunch |
| 7:30 p.m. | To claim dinner |
For international travel, the federal government maximum for the specific destination applies. These rates are available on the Travel web page or by contacting the Travel Office. For partial days of travel, meal allowances will be prorated based on the time of arrival in or departure from the foreign country, allowing 20 percent of the meal allowance for breakfast, 30 percent for lunch, and 50 percent for dinner.
Any meal cost over domestic or international limits will be at the traveler's expense.
(3) Shared meals. If meals for individuals other than the traveler are included, identification and justification for charging to a University account should be included. If the individual(s) is a University of Iowa employee, his or her Hawk ID must be provided. If not, name and affiliation must be provided.
(4) Taxable meals. Meal costs reimbursed to faculty and staff for non-overnight trips will be subject to withholding and reported as taxable income in accordance with Internal Revenue Service regulations. The cumulative taxable amount and the amount withheld will be reported on the W2 form mailed at the end of the year. If the traveler does not request reimbursement for overnight accommodations, please indicate so on the travel expense voucher.
(5) Business meals while in travel status. When the primary purpose of a meal is for conducting University business and other individuals are included, the names, business affiliations, and purpose of the meeting/meal must be provided. This meal claim is not subject to individual meal limits but instead is subject to food and beverage purchasing guidelines (see V-11.25a).
(2) Baggage expense. Itemize by date and explain in the description column whether the charge is for storage or transportation.
(3) Telephone. Itemize University-related business calls by date.
(4) Registration fees. If no official receipt is provided, copies of both sides of canceled checks or original credit card carbons are acceptable receipts for registration fees. Conference materials must be provided with the voucher. If registration fees have been paid by procurement card or University voucher/invoice, it is not necessary to reference this expense on the voucher.
(5) Traveler's checks. The cost of traveler's checks is an allowable item unless reimbursement is from Department of Defense or National Aeronautics and Space Administration contract and grant funds awarded to the University.
j. Travel charges on University of Iowa procurement cards. All allowable travel expenses with the exception of meals may be charged to a University procurement card. Procurement cards may be obtained for any UI employee who travels on a regular basis for University business. For travelers who do not travel regularly or do not obtain an individual procurement card, airfare and conference registrations may be charged to a "departmental" procurement card.
(2) The traveler may be reimbursed at up to 150 percent of the per diem rate approved by U.S. Department of State only if justified as essential due to special circumstances and approved by the appropriate University officials and the Travel Office in advance of travel. Exceptions not authorized in advance of travel at up to 150 percent of the per diem rate approved by the U.S. Department of State may be considered and authorized only after careful review and consideration of any unanticipated costs. The traveler must provide an explanation of the extenuating circumstances and original receipts supporting all lodging and meal expenditures. Reimbursements in excess of the U.S. Department of State rates will not be approved if prohibited by granting agency regulations.
(3) Currency conversion. All expenses must be itemized and reported in U.S. currency on the travel expense voucher. Rates of exchange may be obtained from the Travel web page or at a local financial institution. The exchange rate and source must be referenced on the voucher. The required receipts should be attached to the travel expense voucher and individually labeled (hotel, meal, taxi, etc.) and converted to the U.S. dollar equivalent.
m. Group/team travel. University of Iowa group/team travel is subject to university travel policies and meal and lodging allowances. Exceptions will be made to the standard individual cash advance policy. An amount large enough to reasonably cover meal and miscellaneous expenses for the group/team will be allowed. Hotel expenses should be charged to a University procurement card or direct billed whenever possible and should not be included in the cash advance request unless no other payment method is available. Group/team airfare other than charter air should be purchased through one of the University's preferred travel agencies (see V-22.3a) and charged to a UI procurement card whenever possible. This should be done in order to obtain discounts and additional insurance coverage provided by the University's airline and credit card agreement(s). When an outside travel agency must be used or provides documented cost savings, airfare should be charged to the procurement card or paid directly to the agency via a non P.O. voucher and invoice. Prepaid cash advances will not be allowed for group/team air travel charged to personal charge cards.
n. Persons other than faculty and staff. Persons traveling on University business other than faculty and staff are subject to the same regulations as faculty and staff.
o. Travel under externally sponsored agreements. In addition to compliance with University travel regulations, travel funded under externally sponsored agreements (contracts, grants, and other awards) is often subject to additional regulations of the sponsoring organization(s).
For example, travel under federally sponsored agreements generally follows the cost principles set out in Office of Management and Budget Circular A-21. Federal agencies are required to incorporate these costs principles into their policy guidelines. Some agencies, such as the Public Health Service and the National Science Foundation, have delegated authority to grantee institutions to approve non-budgeted travel. Sponsoring organizations may restrict the use of funds for certain types of travel or require sponsor approval under specific sponsored agreements. In most instances, travel restrictions are set out under the special terms and conditions section on the award notification or agreement for both federal and non-federal sponsors. In general, under federally sponsored agreements, personnel must use U.S. flag air carriers for international air transportation. Questions pertaining to externally sponsored travel should be directed to the accountant specified on the University's Award Activation Authorization Notice accompanying the notice of award from the sponsoring organization.
p. Third-party reimbursements. University travelers occasionally receive travel reimbursements from third-party sources. It is the traveler's and department's responsibility to assure that these funds are deposited to UI accounts when those expenses have been paid directly by the University via procurement card or other means or have already been reimbursed via a University travel voucher.
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b. Forms.
(b) Procurement Card Voucher -- to reconcile travel-related expenses charged to the procurment card;
(c) Travel Expense Voucher -- to clear travel advances and to reimburse out-of-pocket travel expenses;
(d) Non P.O. Voucher and Invoice -- to make direct payments to vendors for conference registrations, hotel deposits, etc., in situations where the UI procurement card cannot be used.
(2) The University of Iowa requires two signatures of approval for all travel-related forms. The traveler's signature is required and cannot be delegated. The second signature may be anyone delegated the authority to sign on behalf of the department (see V-7.3 Signature Assignment). However, no single individual may approve a form in more than one capacity. Since no one may authorize his or her own travel, if the traveler is the person with designated signature authority, an additional level of approval (above the traveler) is required. It is the traveler's and department's responsibility to assure that the appropriate/approved departmental signatures are obtained, and/or to obtain multiple departmental signatures when required, prior to the form being sent to the Travel Office.
Travel advances must be cleared by submitting a completed and signed travel expense voucher along with the required original receipts (or repaid) within two weeks from date of return. If settlement does not occur within the required time frame, a reminder letter is sent. If the advance is still not cleared by the time defined within that letter, the outstanding indebtedness will be withheld from the employee's payroll check or billed through Accounts Receivable for students. Any advance that is over 120 days past due will be reported as income to the individual traveler per the Internal Revenue Service. Additional advances or reimbursements will not be allowed until the delinquent advances have been cleared.
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(2) Individuals who are not employed by the University, but are traveling on University-related business and reimbursed by the University; and
(3) Spouse/companion and/or family members accompanying individuals who are traveling on University-related business.
c. Procedure. Travelers may contact these agencies in person, by phone, fax, email, or through the University Travel web page. Airfare for UI business travel purchased at these agencies may be paid by cash/check, personal credit card, or charged to a University procurement card.
d. Services. The following services are available through both preferred travel agencies:
(2) Other scheduled means of travel such as train and ship as available.
(3) Foreign travel documentation as necessary. Agencies will charge appropriately for these services.
(4) Lodging reservations for both domestic and international travel.
(5) Car rental reservations.
(6) Delivery of travel documents. Both agencies will deliver either by mail or in person airline tickets, itinerary, and other travel documents to the traveler's office on campus. In addition, upon request, most agencies will deliver any requested and approved travel advances at the time of ticket delivery. The Request for Advance form must have been received and processed by the Travel Office.
(7) Spouse/companion and/or family travel. In order to assure that airline reservations for spouse/companion and/or family members of the University-sponsored traveler will be the same, both agencies will make reservations for and prepare tickets for both at the same time. The cost of the airline tickets for family members must be paid by the traveler either by personal check or credit card.