Controller's Department


The purpose of this page is to provide a central location to keep track of changes made to the various web pages for the Controller's, Accounting, Financial Accounting and Reporting, Sponsored Programs Accounting, Campus Organizations Accounting and Payroll Offices.



May 18, 2016 - Incidental Expenses for Foreign Travel

The Summary of Allowable Expenses and Foreign Travel - Per Diem Ratespages have been updated to clarify that laundry and dry cleaning expenses are not reimbursable when using the per diem method for reimbursement of meals and incidental expenses.


July 15, 2015 - Economy Plus

The Summary of Allowable Expenses page has been updated to clarify that when choosing an Economy Plus air ticket, the incremental increase over a regular economy ticket cannot be charged to federal funds.


July 15, 2015 - Preferred Seating / Seat Selection Fees

The Summary of Allowable Expenses page has been updated to clarify that preferred seating / seat selection fees cannot be charged to federal funds.


July 15, 2015 - Non-Employee Travel Documentation

The Non-Employee Travel page has been updated to clarify the $75.00 threshold for documentation requirements is per transaction, rather than per reimbursement.


May 15, 2015 - Taxable Meals

The FAQ - Meals page has been updated to state that in order to override the taxable status of a meal, the primary purpose of the meal must have been to discuss business with a client (not another ISU employee).


April 30, 2015 - Air Ticket Allowability

The Summary of Allowable Expenses page has been updated to state that additional charges for Economy Plus (additional leg room on an economy fare) or Seat Selection Fees are allowable.


April 27, 2015 - Air Ticket Documentation

The Summary of Allowable Expenses page has been updated to clarify the documentation required for reimbursement of an air ticket.


April 27, 2015 - Air Ticket Documentation

The FAQ - Air Travel page has been updated to clarify the documentation required for reimbursement of an air ticket.


April 27, 2015 - Air Ticket Documentation

The Foreign Travel - Airfare page has been updated to clarify the documentation required for reimbursement of an air ticket.


February 19, 2015 - Expiration Date

The information on the Expiration Date attribute in KFS for Grant and Contract Accounts.


February 6, 2015 - ATM Fees

The Summary of Allowable Expenses page has been updated to clarify that ATM fees are reimbursable, similar to currency coversion fees.


February 6, 2015 - Bike Rental

The Summary of Allowable Expenses page has been updated to clarify that bike rentals are reimbursable, similar to car rentals.


February 6, 2015 - Photo Processing

The Summary of Allowable Expenses page has been updated to clarify that photo processing fees are reimbursable, similar to film developing fees.


February 6, 2015 - Phone Cards

The Summary of Allowable Expenses page has been updated to clarify that phone cards for international travel are reimbursable, similar to other telephone charges, such as roaming charges and international calls.


January 12, 2015 - Non-Employee Travel Expense Detail Worksheet

The University Form Templates page has been updated to include an updated Non-Employee Travel Expense Detail Worksheet, using the 2015 mileage rate.


January 12, 2015 - Crown Limo Services Pricing

The Des Moines Area Airport Services page has been updated to provide the most current prices for using Crown Limo Services.


January 12, 2015 - Browsing for Payees by Payee Name

The Browsing for Payees by Payee Name page has been updated to more clearly explain how to find payments to a given payee.


January 12, 2015 - Determining the Status of a Check

The Determining the Status of a Check page has been updated to more clearly explain how to determine whether a check has been cashed, as well as options for cancelling or reissuing a check.


May 13, 2013 - Rewards Programs

The Summary of Unallowable Expenses page has been updated to clarify that we cannot reimburse for credits for rewards programs used towards purchases. Only the amount of the out-of-pocket expenditure can be reimbursed.


May 13, 2013 - Commuting

The Summary of Unallowable Expenses page has been updated to clarify that the cost of commuting is a personal expense. Employees who work outside of the Ames campus for their own convenience, rather than the convenience of the university, cannot be reimbursed for traveling from their home office to campus.


February 14, 2013 - Car Rental Insurance

The Summary of Allowable Expenses page has been updated to reflect that some types of car rental insurance that previously were not reimbursable now are reimbursable.


December 31, 2012 - Per Diem Rates

The Foreign Travel - Per Diem Rates page has been updated to reflect the State Department's new definition of "incidental expenses," as well as to include clarifications for foreign travel that two people sharing a room cannot both claim the full lodging per diem, and that one person cannot claim a meal per diem on behalf of another.


December 27, 2012 - New Mileage Rates

The Summary of Allowable Travel Expenses page has been updated to include the new mileage rates for travel on or after January 1, 2013.


December 27, 2012 - Credits for Bumping or Delayed Flights

The Summary of Unallowable Travel Expenses page has been updated to clarify that credits earned by travelers for bumping or delayed flights are not reimbursable, as they are not an out-of-pocket cost to the traveler.


October 23, 2012 - State Rates for Iowa Hotels

The FAQ - Lodging page has been updated to include information regarding when ISU employees are eligible for state rates at Iowa hotels.


October 5, 2012 - 2013 Cutoff Dates for Hourly and Salary

Payroll has posted the 2013 cutoff dates for the hourly payroll and the Graduate College and the Human Resources / Payroll cutoff dates for salary payroll. The dates can be found of the Payroll website under the Calendar's link.


May 23, 2012 - Payments to Entertainers

Updates have been made to the flowcharts for payments for services performed by individuals and non-individuals to reflect that signed contracts require Purchasing's approval. Accordingly, payments to entertainers usually will require a Web Requisition, rather than a voucher submitted directly to the Accounting Office.


May 10, 2012 - Tips of $75.00 or More

A clarification has been added to the Gratuities (Tips) section of the Summary of Allowable Travel Expenses that in the rare case when a tip of $75.00 or more is given, a signed receipt is required, including information to facilitate tax reporting. This is consistent with what we require for other taxable cash payments of $75.00 or more.


February 2, 2012 - Training Dates Scheduled

Training dates are listed on the Controller's Training website, Controller's Training Website for WebFM training, WebFM - sponsored Porgrams, EASE forms, and allowable expenses.


January 11, 2012 - 2011 W-2 Forms

2011 W-2 forms are now available in Access Plus under the Employee Tab, W-2 link, click on Electronic, click on View W-2, click on year. This is an official W-2 for tax purposes.


January 3, 2012 - Car Rental Insurance

Risk Management recently distributed a newsletter announcing that reimbursement will be allowed for Collision Damage Waiver and Loss Damage Waiver insurance when renting a car. For additional information, please see the Summary of Allowable Travel Expenses under the Car Rental heading.


January 3, 2012 - Fly America Act

The Foreign Travel-Airfare page has been updated to include a clarification recent amendments to the Fly America Act that may allow the use of a non-U.S. flag carrier when using federal funds.


December 6, 2011 - Mileage for Commuting

Mileage that is for commuting is taxable. Although we have never expressly reimbursed for commuting expenses, we occasionally have reimbursed travelers who live north of Ames for extra miles driven for a required trip to the airport on a weekend. This will no longer be allowed. A clarification of the mileage allowable for travelers who live outside of Ames has been added to the FAQ - Mileage page.


October 11, 2011 - VOucher Document and System

The Controller's Department has announced the November 1, 2011 implementation of the new electronic voucher for payments on purchase orders, called a VOucher Document. For information about this system go to VOucher Document and System. Training is available by training videos and by reference manual.


October 7, 2011 - New Gambling Permit Usage Request Form

Campus Organizations has posted a new Gambling Permit Usage Request form.


October 3, 2011 - 2012 Payroll Cutoff Dates

2012 hourly and salary cutoff dates are posted on the Payroll website under the Calendar's link.


September 28, 2011 - Clarification of Maximum Meal Amounts

The FAQ - Meals page has been updated to clarify that if a traveler goes under the maximum meals allowable for one day, it does not allow the travel to carry forward the unused amount to a subsequent day.


September 28, 2011 - Campus Organizations New Receipt Policy

The Campus Organizations P-Card Manual has been updated. The most notable change is the handling of receipts. Starting October 1, each receipt will be scanned and electronically attached to an individual transaction in AccessPlus. See information on the Campus Organization website under Purchasing Card Program.


September 19, 2011 - The New Electronic Voucher for Payments on Purchase Orders, Called VO, is Coming Soon!

Our current paper payment process for purchase orders is going to a paperless payment process with electronic Workflow routing this fall. For more information


September 7, 2011 - Re-clarification of What Qualifies as a Computer

The update on August 1, 2011 stated that a tablet was not a computer. However, this statement has been changed to reflect that a tablet is considered a computer.


August 26, 2011 - Updated Campus Organizations P-Card Manual

The 2011-2012 P-Card Manual is available for student organizations.


August 23, 2011 - Updated Campus Organizations Treasurer's Manual

The 2011-2012 Treasurer's Training Manual is available for treasurer's of Campus Org accounts.


August 5, 2011 - New Monthly Leave Correction and Emergency Payroll Request Forms

New Monthly Leave Correction/Sick Leave Conversion and Emergency Payroll Request forms are available under University Forms Templates, Accounting and Payroll. These are fillable forms. Please note that signatures are required before forms can be processed.


August 1, 2011 - Clarification of What Qualifies as a Computer

Computers are considered a restricted purchase, and must be purchased through CyBuy or TechCyte. Examples of what is (or is not) considered a computer have been added to clarify whether something can be reimbursed as an employee reimbursement.


June 27, 2011 - Mileage Rate Increased by the IRS

The maximum allowable mileage rate was increased by the IRS from $.51 to $.555 per mile for travel on or after July 1, 2011. ISU's default mileage rate is now one-half of the IRS maximum rate. Please see the Summary of Allowable Travel Expenses under the Mileage heading.

May 2, 2011 - Mileage Rate Increased by the Board of Regents

The Board of Regents increased the default mileage rate from $.19 to $.255 per mile for travel on or after May 1, 2011. Please see the Summary of Allowable Travel Expenses under the Mileage heading.

April 22, 2011 - Package Deals for Airfare and Hotel

Under the Summary of Allowable Travel Expenses, a new heading has been been added for Package Deals for Airfare and Hotel to clarify how to enter expenses when both airfare and hotel have been purchased through an online provider.

April 22, 2011 - Sharing Hotel Rooms

Lately, we have seen an increase in the number of reimbursements where one person is paying for the hotel room and another person is staying in the room. Under the FAQ - Lodging page, we have added a few scenarios to clarify how to enter expenses for these situations.


April 14, 2011 - Top Ten Employee Reimbursements Auditing Error List

The purpose of adding this page was to provide a tool to help verifiers and approvers recognize the most common errors the Accounting Office finds while auditing employee reimbursements. Reducing the number of errors will result in time savings for both the initiating departments and the Accounting Office. It also will reduce the number of charge-backs through Accounts Receivable.