Travel Table of Contents

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 CardPreferred Travel Agencies: Meacham or WinebrennerPreferred 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 (or photocopy of credit card showing first 4 digits and last 4 digits).
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 CardPreferred 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 (or photocopy of credit card showing first 4 digits and last 4 digits)
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 (or photocopy of credit card showing first 4 digits and last 4 digits)
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 (or photocopy of credit card showing first 4 digits and last 4 digits
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 (or photocopy of credit card showing first 4 digits and last 4 digits
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 (or photocopy of credit card showing first 4 digits and last 4 digits
Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)
Rental Car Expenses
Preferred Method of Payment: Procurement CardPreferred National Vendor: National Car RentalPreferred 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 (or photocopy of credit card showing first 4 digits and last 4 digits
Otherwise: The official receipt with credit card information (e.g. Mastercard xxxx xxxx xxxx 6443)
Mileage Expenses
Mileage reimbursement rate is $.485/mile except for the following situations:
Round trip distance is less than 100 miles or total trip time is four hours or less.
Round trip distance is more than 100 miles or total trip time is more than four hours AND motor pool vehicle is not available. If this is the case, a non-availability voucher must be obtained from motor pool and attached to Travel Expense Voucher.
Faculty or staff members are not located in an area served by motor pool.
Non-UI person traveling on UI business
Mileage reimbursement at the rate of $.285/mile is allowed in all other circumstances.
NOTE: Anytime the mileage claim exceeds $300 or the travel time exceeds eight hours, an airfare quote from a travel agency must be attached to the TEV. The mileage claim may not exceed round trip coach class fare for business days of travel plus ground transportation to and from airports.
Receipts Needed
A copy of Mapquest indicating the mileage.


Travel related UI Websites
UI Travel Website
Procurement Card Website
Accounts Payable Website
Purchasing Website
PCard policy Website
Travel policy website