ProTrav

Procurement Card & Travel Expense Voucher

Did You Know?

 December 2007 Edition

  Tips for a safe online shopping experience (from the TIPP desk-tipp@iowa.gov):

• Before you shop online, ensure you have the most current security software updates available for your operating system, application and browser.
• Know with whom you are doing business.  You are safest when doing business with a reputable company.
• Be sure “https” or “shttp” appears in the web site’s address bar when you are ready to provide payment information.
• Look for logos from organizations that feature trusted or credential websites like BBBOnline, TRUSTe, or Verisign.
• Do not send credit card information through email.
• Do not perform online transactions from a public computer or kiosk.
• Do not enter personal information in a pop up screen.
• Check your credit card statement regularly.  Immediately report any anomalies or transactions you didn’t make to Accounts Payable at 335-0115.

What is the difference between individual travel and group travel?

Individual travel is when a University employee or employees travel to the same destination, but they are paying for their own expenses.

Group travel is when a University sponsored group/team travels and all of the expenses are paid by one person. None of the other travelers will be seeking personal reimbursement. 

When should you split a Travel Expense between UI employees?

When a traveler is paying another UI traveler’s expenses with their personal funds, the expenses should be split between the employees. Splitting the expense(s) provides an accurate dollar amount spent for each of the travelers.  For example, two employees attend a conference and share a hotel room, but one traveler pays for the entire hotel bill. When the travelers return, the employee that paid the hotel room should claim the entire expense on their Travel Expense Voucher, to be reimbursed the entire amount, but ‘split’ the charge with the other employee. Click here to learn how to split an expense on a Travel Expense Voucher.

What if I combine a personal vacation with my business travel?

It is okay to add additional time at your business destination and/or to add an additional side trip to your business trip. However the University will only fund the business portion of your trip, of course.

If you add an additional destination to your trip, you must get a quote in writing from your travel agency for the business portion of your trip at the time you are booking your travel—please ask for the amount of what it would have cost directly to/from your business destination on what would be your business travel dates. It is important to get this quote at the time you are making your plans and not after the trip is over. This documentation must then be attached to your Travel voucher or Procurement card voucher.

What if I want to take my family or a friend on my business trip?

The additional cost is at your own expense.  You must send verifying documentation and claim the single room rate only for your hotel expense, or show proof that single/double rate is the same.