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Lodging FAQs

Lodging FAQs

UNI Travel Guidelines

Lodging FAQs

Last Updated: Nov 30, 2025 

  1. Do UNI employees qualify for a state rate when staying at Iowa hotels?

Some Iowa hotels offer a state rate that was negotiated by the Iowa Department of Administrative Services. A list of hotels, rates, and contact information is available here. 

  1. What are the Human Trafficking Prevention guidelines for Iowa hotels?

    1. 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. 

    2. 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.  

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

  2. Can I be reimbursed for staying in a homeshare instead of a hotel or motel?

    1. Lodging through Airbnb, VRBO, or similar rental marketplaces is permitted for university business travel.

    2. These bookings must be paid out-of-pocket and reimbursed after travel. They cannot be charged to a T&H Card or covered by a cash advance.

    3. No reimbursement will be provided for stays at the homes of friends or relatives.

    4. Gifts, meals, or other tokens of appreciation for hosts are considered personal expenses and are not reimbursable.

  3. Can I be reimbursed for staying with friends or relatives?

No, reimbursement is allowed for this purpose, even if an informal receipt is provided.

  1. Can lodging be prepaid?

    1. Hotel deposits may be prepaid with a T&H card.  

    2. Do not prepay hotels in full unless pre-approved by OBO. 

    3. Anyone prepaying lodging must be thoroughly familiar with cancellation and refund policies.  If the traveler cannot go, the department is responsible for any cancellation fees and unrefunded amounts. 

  2. What is UNI’s Room Sharing policy? Per Iowa Code Section 18.75(8), UNI must report names of state employees who traveled each fiscal year.

    1. If sharing a room with another UNI employee, room costs must be split by the hotel, and each traveler must submit a separate receipt/folio and expense report.

    2. If sharing with a colleague from another institution, only the UNI employee’s portion is reimbursable.

    3. If sharing with someone not on university business, reimbursement is limited to the single room rate or 90% of the double room rate. Documentation of the single room rate must be provided.

    4. Employees and students are not permitted to share rooms.

  3. Can I pay for business lodging with hotel points/rewards and be reimbursed? 

Points/rewards earned from personal travel can be used toward the purchase of business lodging.  Points/rewards earned from business travel must be used toward the purchase of business lodging. No reimbursement is permitted for any points/rewards that are applied to business lodging purchases.

  1. Can I take advantage of travel and lodging 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.

  1. I am sharing an Airbnb room or house with multiple employees in an effort to save costs. Am I able to go over the per diem rate?

If the average room rate per employee is under the maximum lodging rate determined by the per diem rate of the location, then the room/house is allowed to go over the rate.

Example: if three employees stay in an Airbnb for $270 per night, and the per diem rate is $100 per night, then the average per employee is $90 per night, which is allowable. If the room was more than $300 per night room rate, this would still be unallowable.

Note: This also applies when sharing hotel rooms with UNI employees.

  1. If I go over the maximum room rate based on per diem rates in my area, do I fully get reimbursed for taxes and fees?

No. If you go over the maximum rate allowed for lodging, the taxes must be reimbursed at a prorated rate, based on the percentage of the lodging rate that is allowable. Flat fees can still be fully reimbursed.

Example: If the lodging room rate is $150 per night, but the allowed rate is $100, all applicable taxes must be reimbursed at a prorated rate of 66.6% ($100/$150). If the total taxes added up to $18, then the allowable reimbursement would be 66.6% of $18, or $12.

 

For questions, please contact Business Operations at 319-273-2162, Option 3 or email obo-hub@uni.edu