Editor's note: This story was updated on Dec. 20.
Effective Jan. 1, 2025, the university will implement changes to its travel reimbursement policy and procedures. These updates address common questions and streamline processes. They aim to provide clarity, improve efficiency and ensure compliance with university policies.
Working with a procurement expense specialist to submit expense reports can help ensure all policies and procedures are followed (email finance_delivery@iastate.edu for assistance). Here's a quick summary of key updates to the travel policy and procedures.
Travel status for meal reimbursement
Currently, meals are reimbursed if employees are in travel status during specific windows of time for breakfast, lunch and dinner. The updated procedure replaces these windows with a single time for each meal so meals are reimbursed if employees are in travel status at that time:
- Breakfast: 8:00 a.m.
- Lunch: 12:00 p.m.
- Dinner: 6:30 p.m.
Lodging reimbursement
The current policy reimburses lodging expenses up to per diem. The new policy will allow for adjustments to the per diem to accommodate additional costs such as taxes and required fees as determined by the senior vice president for operations and finance. Reimbursement as of Jan. 1, 2025, may be approved for up to 150% of the per diem set by the federal General Services Administration.
Travel mileage reimbursement
The new procedures simplify the calculation of mileage reimbursement for travel. The origin point will be from the location where the traveler enters travel status. This will simplify the calculation and align with the actual travel experience. This applies to travel to/from the airport or for conference/professional development. Rules for presenting educational offerings (Extension) do not change.
Receipt submission
Receipts must be submitted within 120 days from the end of travel, under the new policy. Receipts submitted after this deadline will not be reimbursed, aligning with best practices.
Group meals
The updated procedures specify that employees should pay for their own meals when traveling; group meals should be reserved for non-travel-related business purposes. This change aims to reduce confusion when claiming per diem.
Room charges
The new policy clarifies that no additional items should be charged to hotel room bills. Meals covered by per diem and personal charges should be handled separately. This will streamline expense report completion and approval.
Travel duration
To ensure proper use of university funds, travelers should arrive no earlier than 24 hours (domestic) or 48 hours (international), based on the destination time zone, before a business event and depart no later than 24 hours after the event concludes. Extended time on either end of the trip will be considered personal travel.
Non-employee updates
- Non-employee travel: Non-employees traveling for Iowa State business will be reimbursed for actual expenses only, rather than per diem. Receipts are needed for reimbursement.
- Advances: Cash advances no longer will be given. All expenses must be handled as reimbursements.
Exception request form
Employees who need to request an exception to the policy can use the Workday form also launching Jan. 1. This form is to be used to request an exception to any financial and accounting compliance policy. Employees can find this form under the "create request" command in the "quick tasks" tile in Workday. After Jan. 1, emailed exception requests no longer will be granted.
