In most cases, the hotel will gladly PDF or fax you an itemized copy of your hotel receipt if you forgot to get one before you left. You may submit the PDF or fax copy to the Procurement and Expense Specialist.
Sometimes when staying at a bed and breakfast, or a very small hotel, they may give a handwritten receipt that is not itemized. In this case, simply write a brief note on the receipt that the only charges included were for room and room taxes. The intent of requiring the itemized hotel receipt is to avoid reimbursing for items such as movies, valet service, or meals claimed elsewhere.
When using an online service (such as hotels.com, travelocity.com, etc.) to reserve the hotel room, the hotel will not provide an itemized receipt. In this case, please write a brief note on the receipt you received from hotels.com (or a similar service) that this is the only receipt available.
My hotel receipt shows two adults stayed in the room. How can I get reimbursed for the correct amount?
University policy allows for reimbursement for the number of people traveling on university business. No additional charges may be reimbursed for the lodging of spouses, children or friends. If the hotel charge was based on two or more persons, the reimbursement amount should be reduced to the single rate with the taxes pro-rated.
If you stayed at a hotel that had a conference rate where the rate was the same for one as for two people, please include a brief note to that effect. No recalculation is needed in this case.
I was one of two ISU employees traveling on business and staying in the same room. I paid for the entire room, and the room was in my name. What documentation must I provide to get reimbursed?
You must submit the itemized hotel receipt to your Procurement and Expense Specialist, including a note providing your roommate's name and an explanation that you are claiming the full amount, as you paid for the full amount. It is not necessary in this case to provide a copy of your credit card statement.
I was one of two ISU employees traveling on business and staying in the same room. I paid for half, but the room receipt was in the name of my roommate. What documentation must I provide to get reimbursed?
You must submit a copy of the itemized hotel receipt to your Procurement and Expense Specialist as well as a proof of payment, such as a credit card statement to verify the amount you paid. You may blacken out your card number and any charges unrelated to the hotel stay.
I was one of two ISU employees traveling on business and staying in the same room. The hotel provided separate receipts for both of us, and each receipt indicated two adults stayed in the room. The receipts were in our individual names, and each paid his/her own half. What documentation must I provide to get reimbursed?
Since the hotel receipt indicated two adults stayed in the room, add a note to explain that the charges already have been split, and give the other person's name, as well as their affiliation with ISU. Since the charge already has been split, each person can claim his/her own half.
In addition to my own room, I also paid for the separate room of a graduate student who was on the same trip. What documentation must I provide to get reimbursed?
Since even most undergraduate students have their own credit cards, this practice usually is not necessary and is discouraged. However, if it has already taken place, you must submit both itemized hotel receipts to your Procurement and Expense Specialist, as well as a proof of payment for the graduate student's room, such as a credit card statement to verify the amount you paid. You may blacken out your card number and any charges unrelated to the hotel stay. It is not necessary to submit a credit card statement for your own room.
Can I be reimbursed for staying with friends or relatives?
No reimbursement is allowed for this purpose, even if an informal receipt is provided.
Can I be reimbursed for staying using airbnb.com instead of a hotel or motel?
Yes, as long as this is less than or equal to what a hotel or motel would have been in that area. The traveler must use his/her personal credit card, as the Travel & Hospitality Card cannot be used for that purpose.
Is there a maximum allowable lodging charge, similar to the maximum allowable meal charge?
Travelers have an obligation to plan their travel in a cost-efficient manner. However, due to the variability in hotel costs in different locations, the university has not set maximum allowable lodging charges. Also, when attending a conference, it may be impractical to stay at a hotel other than the designated conference hotel, even if the hotel is very expensive. When travelers do have a choice of hotels, they may be called upon to justify apparently excessive hotel charges.
Do ISU 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 at https://das.iowa.gov/procurement/agencies/hotel-motel-and-bb-listing. If the last column on the spreadsheet (Political Subdivision) has a "Y," ISU employees are eligible for the state rate. If the last column has an "N," ISU employees are not eligible.
This page was last updated on June 29, 2019.