Travel Information

New Maximum Rate for Mileage

The maximum University mileage reimbursement rate increased from $.485 to $.505 for travel occuring on and after March 19, 2008, based on the announcement from the General Services Administration. The following rate adjustment is reflected in ISU's travel policies:

Effective for travel on or after March 19, 2008, mileage for personal vehicle usage increased to $.505 (from $.485) for trips meeting any one of the following:

  • the round-trip is less than 100 miles,
  • the traveler is permanently based off-campus,
  • the traveler was unable to reserve a vehicle from Transportation Services, or
  • the traveler is not an ISU student or an ISU employee. This includes travel expenses reimbursable under Professional Service Agreements.
The mileage reimbursement rate for employee trips greater than 100 miles remains at 28.5 cents per mile.

If you have any questions, contact Carole Gill (515-294-5181), Lana Jarvis (515-294-5180), or Bill Cahill (515-294-5124).

Employee Reimbursements Implementation

An updated Employee Reimbursements Tutorial, which includes both travel and non-travel reimbursements, is available at http://www.controller.iastate.edu/ertutorial/homepage.htm

A copy of the Employee Reimbursement System Routing form and instructions can be obtained here for departments that have not yet established routing paths for approving employee reimbursement transactions.

For more information, please contact Carole Gill at 515-294-5181.

Employee Reimbursement System Enhancements

The Employee Reimbursement System now includes three features requested by users that provide better information on the total cost of the trip.

  1. Users now have an option to enter an amount and fund account for Registration prepaid on a voucher or P-Card on either the Enter Expenses screen or the Estimate Expenses screen. This entry will not increase the reimbursement or affect an accounting entry, although it provides approvers and others with a more accurate listing of the total expenses of the trip. The prepaid Registration also will show on the browses of Daily Expense Detail, Trvlr by Depart Date, and in the E-Form routed for approval.

  2. The Trvlr by Depart Date screen has been changed to show the amounts spent for airfare through contracted agencies, prepaid Registration, and reimbursable expenses. Amounts shown in red are those for estimates of expenses, which only pre-authorized trips will have. When the actual expenses have been entered, the actual will replace the estimated.

  3. Previously, graduate students from all departments on campus were listed under the Dept 99999. Departments sometimes had a hard time searching for just the ones working for their department. The Employee Reimbursement System has been enhanced to display all of a department's graduate students under the regular department number, rather than under 99999. For example, if Dept 26798 wants to view the trips by their graduate students, the user must enter 26798 in the regular Dept field and 99999 in the Rqstn # field,

For questions regarding these three enhancements, please contact Carole Gill (515-294-5181), Lana Jarvis (515-294-5180), or Bill Cahill (515-294-5124). Examples are given in the updated Employee Reimbursements Tutorial.