Lodging

Accommodations

• Travelers must select accommodations that are safe, comfortable, appropriately located, and aligned with the business purpose of the trip. 

• Lodging expenses are limited to the standard single-room rate plus applicable taxes.

• Prepaid hotel expense require OBO approval prior to booking.

Maximum Rate Allowance

• The conference rate at the designated conference site, or

• Up to 150% of the federal lodging rate for the travel destination (excluding taxes and surcharges)

  • GSA Per Diem Rates for domestic travel

  • Department of Defense (DoD) for U.S. territories, Alaska, and Hawaii

  • U.S. Department of State for foreign travel

• Travelers are encouraged to request state government rates or corporate rates when available.

Conference Hotel Reservations

• Use the official conference hotel or designated lodging at the negotiated rate whenever available.

• Full reimbursement is allowed for a standard single room (plus tax) at the official or designated conference hotel.

• Book the lowest available room rate. Documentation is required if rooms at the negotiated rate are no longer available.

Human Trafficking Prevention

• All in-state lodging providers must complete the Department of Public Safety's Human Trafficking Prevention Training certification to receive public funds for State employee lodging, conferences, meetings, banquets, or any state-funded event, pursuant to Iowa Code 80.45A. 

• Travelers must confirm that a lodging provider has received the Human Trafficking Prevention Training certificate by verifying they are on the list at Certified Locations prior to expending or committing public funds for in-state travel lodging, conferences, meetings, banquets, or any state-funded event.  

• If a lodging provider is not certified, public funds cannot be used for travel reimbursement or any other expense. 

Required Documentation

To qualify for reimbursement, travelers must:

• Submit a final itemized hotel folio/receipt in the traveler’s name showing a zero balance 

• Provide additional documentation (e.g., cost comparisons or seasonal rate evidence) if lodging exceeds standard rate limits

Non-Reimbursable Expenses

• Third-party booking sites

  • Avoid booking through third-party sites (e.g. Hotels.com, Booking.com) as they often lack required documentation

• Additional fees for early check-in or late check-out

• Room upgrades

• Personal amenities

  • In-room movies

  • Gym or athletic facility access

  • Laundry services (exception for international travel over 14 days)

  • Safe rentals

  • Other personal items

• Staying with friends or relatives

Service Tips and Fees

• Gratuities for hotel staff may not exceed the incidental per diem rate.

Alternative Lodging

• Airbnb, VRBO, and other similar housing rental marketplaces can be used for UNI business lodging but cannot be charged to a T&H Card or paid for with a cash advance.

• This must be booked as a reimbursement only and be reimbursed after travel has concluded.

• No reimbursement can be made for a traveler staying at the residences of friends or relatives.

• Similarly, if a traveler stays with friends or relatives and then thanks them with gifts or meals, these expenses will be the sole responsibility of the traveler.

Travel Lodging and Discount Programs

University employees may participate in certain travel and lodging discounts extended to the university, but to do so means that the traveler is subject to the understanding that any rebates and/or other concessions are the property of the University.

More information can be found under Lodging FAQ’s here.