Domestic Travel

KNOW BEFORE YOU GO

A Travel Request is required for UNI staff and students when the traveler's destination is outside the Cedar Falls/Waterloo city limits.  

• This applies even when there are no anticipated travel expenses or when a third party is paying for the travel expenses for duty of care purposes.

• Any trips within the city limits of Cedar Falls that incur reimbursable expenses will also need to have a travel request created.

A Travel Request is required for UNI guests traveling on behalf of the University, regardless of the traveler's origination or destination location (unless both are within the Cedar Falls/Waterloo city limits).   

• This applies even when there are no anticipated travel expenses or when a third party is paying for the travel expenses for duty of care purposes.

• Any trips within the city limits of Cedar Falls that incur reimbursable expenses will also need to have a travel request created.

Trips must always be fully approved in UNI Works prior to incurring any expenses.

• Domestic trips should be requested at least 14-21 days in advance by submitting a travel request in Service Hub.

  • Anyone incurring reimbursable expenses should have their own Travel Request created in Service Hub.

• Travelers are encouraged to use the most economical and appropriate means of travel.

• Travel & Hospitality cards should be used for travel whenever possible.

• Travelers will be reimbursed on a per diem basis for the meals and incidentals subject to limits as established by GSA (General Services Administration for domestic rates, excluding the U.S. Department of Defense for Hawaii, Alaska and other US territories and possessions

TRAVEL & HOSPITALITY (T&H) CARD

•  All allowable travel expenses may be charged to a University of Northern Iowa Travel & Hospitality (T&H) card.

• Travel & Hospitality (T&H) cards may be obtained for any UNI employee who travels on a regular basis for University business and receives proper departmental approval.

COMBINING BUSINESS AND PERSONAL TRAVEL

• When an employee combines vacation with business travel, reimbursement for car rental, lodging, mileage, parking, etc. will not be granted during vacation days.

• Expenses must be well documented and may not exceed the lowest available cost of travel on the direct or uninterrupted route.

• If the traveler uses an indirect route or interrupts travel by direct route for personal convenience, any additional expenses incurred will be the sole responsibility of the traveler.

• Individuals not on University-related business may accompany, at their own expense. Additional costs incurred by spouses or family members will be the sole responsibility of the traveler.

• Travelers are allowed one travel day prior to and one day after an event; any additional days will be considered personal travel without proper justification or pre-approval from the Office of Business Operations.

TRAVEL EXPENSES AND REIMBURSEMENT

• Travel expenses must be submitted on the original travel request by selecting either “Section B - Pre-travel expenses on a T&H Card” or “Section C - Post-travel expenses on a T&H Card or out-of-pocket reimbursement”.

• The traveler signifies the expenses are actual costs incurred, allowable by policy, and will not be reimbursed from any other funding source or claimed as a tax deduction.

• Travelers are allowed one travel day prior to and one day after an event; any additional days will be considered personal travel without proper justification or pre-approval from the Office of Business Operations.

• The cost center manager will also provide approval indicating that all expenses and receipts have been reviewed and comply with University policies and guidelines. By approving the expenses, the cost center manager has verified that these expenses have been incurred as University business. As a designated departmental approver of expenses, the approver understands that he or she is accepting a fiduciary responsibility to comply with all applicable institutional policies. It is his or her responsibility to examine all expenses and the required supporting documentation, to determine if the charge is for a valid business purpose and for the University’s benefit. The cost center manager may not approve expenditures that are outside the established University travel guidelines.

• Individuals must submit any out-of-pocket expenses for reimbursement within 60-days of travel (per IRS pub 463). Submissions made after 60 days may still be reimbursed, but the amount will be treated as taxable income to the individual, resulting in reduced net pay. No reimbursements will be issued for expenses submitted after 120 days.

• Itemized receipts for airfare, rental vehicle, train or bus, hotel, conference/workshop registrations, and any other expenses of $75 or more must be scanned and attached to the travel request.

• If a non-itemized receipt is the only receipt available, the following documentation will be required: a copy of the canceled check and/or a credit card statement illustrating the payment (account numbers and all other unrelated transaction information should be redacted). Original receipts must be retained by the department until the expense report has been approved by OBO and posted to the General Ledger.

• Out-of-pocket travel expenses will be paid via direct deposit to employees. If direct deposit is not an option, employees are able to pick up their reimbursement check at the cashier's office in Gilchrist Hall.

• Travelers who are employees or student employees will maintain their payment election for expense reimbursements in UNI Works.

• Non-university and student travelers will be issued a physical check to the address provided. Please make sure you have the correct address prior to creating the Travel Request for the non-university traveler.  Due to the fact that most non-university travel reimbursements are a one-time occurrence, a physical check will be the default payment method.  If an exception is requested in order to pay the non-university traveler via direct deposit, please contact OBO for pre-approval before obtaining direct deposit information from the non-university or student traveler.