Updates to travel reimbursement procedures take effect Jan. 1
Changes to travel reimbursement procedures were announced in the December 12th Inside Iowa State article: https://www.inside.iastate.edu/article/2024/12/12/travel. Starting January 1, 2025, the university updated its travel reimbursement policy and procedures to improve clarity, efficiency, and compliance. Here are the key changes:
Meal Reimbursement: Meals will be reimbursed if employees are in travel status at specific times:
Breakfast: 8:00 a.m.
Lunch: 12:00 p.m.
Dinner: 6:30 p.m.
Lodging Reimbursement: Lodging expenses can be reimbursed up to 150% of the federal per diem rate to cover additional costs like taxes and fees.
Mileage Reimbursement: Mileage will be calculated from the point where travel status begins, simplifying the process.
Receipt Submission: Receipts must be submitted within 120 days from the end of travel. Late submissions will not be reimbursed.
Group Meals: Employees should pay for their own meals when traveling. Group meals are for non-travel-related business purposes only.
Room Charges: No additional items should be charged to hotel room bills. Meals and personal charges should be handled separately.
Travel Duration: Travelers should arrive no earlier than 24 hours (domestic) or 48 hours (international) before a business event and depart no later than 24 hours after the event.
Non-Employee Travel: Non-employees will be reimbursed for actual expenses with receipts, not per diem. Cash advances will no longer be given.
Exception Requests: Employees can request exceptions using a new Workday form starting January 1. Emailed requests will no longer be accepted.
For assistance, employees can contact a procurement expense specialist at finance_delivery@iastate.edu.