Travel Information

The list below is not intended to be all-inclusive. Please contact Dave Baker (294-1940) or Jane Houk (294-5180) if you have questions.

Expense Type

Explanation

Airport Lounges

Dues or fees to use an airport lounge (e.g., American Airlines Admirals Club, Delta Sky Club, or United Club) are a personal expense.

Baggage Insurance

Any insurance of personal property is not reimbursable, as the traveler is the beneficiary.

Business Class Airfare

Travelers must use economy or coach fares whenever available.

Car Accidents, Car Maintenance, Car Repairs, Car Washes, Locksmith Charges, Oil Changes, Towing Charges

The mileage rate is intended to cover the costs of operation and ownership.

Child Care

This is a personal expense.

Commuting

Travel between an employee's home and his/her university office is a personal expense. If an employee has an off-campus office for the convenience of the university, traveling from the off-campus office to the campus and back is not considered commuting. However, if the off-campus office is for the convenience of the employee, traveling from the off-campus office to campus and back is considered commuting and is not reimbursable.

Credit Card Charges

Annual fees, finance charges, and penalties are personal expenses.

Credits for Bumping or Flight Delays

Credits given by airlines because a traveler was bumped or a flight was delayed are not reimbursable, as there was no out-of-pocket cost to the traveler.

First Class Airfare

Travelers must use economy or coach fares whenever available.

Flight Insurance

Not reimbursable, as this is a life insurance coverage that benefits the employee rather than ISU. Coverage of $350,000 already is provided by American Express when tickets are purchased by means of an Air Ticket Requisition form. Additional coverage is provided by our travel agencies, although the amount varies by agency. (Also see Trip Insurance on the Summary of Allowable Expenses.

Frequent Flyer Credits

See Rewards Programs below.

Frequent Flyer Loyalty

Consistently choosing the same airline for the purpose of accumulating frequent flier miles, rather than the lowest travel cost, is not allowable.

Loss or Theft of a Travel Advance

This is a personal expense. Try to avoid travel advances whenever possible by applying for a corporate American Express card.

Lost Baggage

This is a personal expense.

Non-U.S. Flag Air Carriers

This restriction only applies when federal funds are being used. Please see Foreign Travel - Airfare and Airfare Restrictions - Federal Funds for additional information.

Parking Tickets

These are personal expenses.

Personal Entertainment

Entertainment tickets, green fees, movies, personal reading materials, etc. are personal expenses.

Personal Grooming Items

These are personal expenses.

Personal Insurance

If the traveler is the beneficiary rather than ISU, the coverage is not reimbursable. For more information, see the Car Rental and Trip Insurance headings under Summary of Allowable Travel Expenses, as well as the Flight Insurance heading under Summary of Unallowable Travel Expenses.

Pet Boarding

This is a personal expense.

Rewards Programs

Travelers sometimes earn rewards through programs from vendors that reduce the cost to the traveler. Examples include frequent flier credits, additional nights or credits at hotels, or credits or points earned from using a credit card. Although each of these has a monetary value, they cannot be reimbursed, as reimbursement is limited to the out-of-pocket expenditure for the traveler. Travelers who earn these rewards from personal travel must be careful to not use the rewards towards university travel.

Spousal or Family Travel

Extra charges to accommodate the travel of persons not fulfilling a business purpose for ISU are personal expenses.

Ticket Rescheduling Fees for Personal Reasons

Ticket rescheduling fees for personal reasons, rather than business reasons, are not reimbursable. Therefore, the business purpose of the ticket rescheduling fee must be stated on the air ticket requisition or reimbursement. (Exception: A ticket rescheduling fee for a health emergency of the traveler or the traveler's "immediate family" is reimbursable.)

Traffic Violations

These are personal expenses.

Vacation Days

Extra charges for car rental, lodging, meals, parking, etc. for vacation days must be removed, as these are personal expenses.

This page was last updated on March 1, 2017.



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