Iowa Code 80.45A
Frequently Asked Questions (FAQs)
- Does this apply to out of state travel?
- What is the website where I can check a lodging provider’s certification status?
- Which funding sources are exempt from this Iowa Code section and can be utilized with a provider who is not certified under Iowa Code 80.45A?
No, Iowa Code 80.45A does not apply to out-of-state travel. The law only applies to lodging providers that pay Iowa hotel/motel taxes.
- Funding from federal and states other than Iowa are exempt from this requirement. Funding from sources other than the State of Iowa are exempt from this requirement. Foundation funds are exempt from this requirement.
- Those funding sources that must comply with these requirements are:
- Sponsored research agreements with sponsors or prime sponsors that fall within the Sponsor Type of State of Iowa Government.
- Program Worktags with the following IRTs:
- IRT1001 ISURF-Iowa State University Research Foundation
- IRT1007 General University
- IRT1008 General University Faculty Start-Up
- IRT1010 BIOE-Special State Appropriations - Leading BIOECON
- IRT1019 General University Capital Projects
- IRT1025 AESFSU-State Appropriation Faculty Start Ups – AES
- IRT1033 ACFSU-General University Advance Commitments Faculty
- IRT1036 AESS-State Appropriation – AES
- IRT1049 GUAC – General University Advance Commitments
- IRT1069 GUBR-General University Bldg Repair
- IRT1109 GULA-General University Library Acquistions
- IRT1112 CIRAS-Special state appropriations - CIRAS
- IRT1113 ILHAC-Special state appropriations - ILHAC
- IRT1116 RP-Special State Appropriations - Research Park
- IRT1117 SBDC-Special State Appropriations - SBDC
- IRT1118 VDLS-Special state appropriations - VDL
- IRT1119 CESS-State Appropriation - CES
- IRT1120 CESFSU-State Appropriation Faculty Start Ups - CES
- IRT1133 MULTI-USDA Multi-State
- IRT1142 BIOSCI-Special State Appropriations - Biosciences Innovation
Yes, the PES who process all expense reports, will be trained to check for compliance with Iowa Code 80.45A.
The website is updated at a minimum once per day as lodging providers become certified with the Iowa Department of Public Safety.
The code section requires compliance for all in-state lodging providers. This means compliance is required when procuring space for hosting conferences, meetings and banquets if that provider is also able to provide lodging services, regardless of whether staying at the site.
If the university is the host of the conference, then yes, compliance is necessary. If an employee is attending a conference that is sponsored by another establishment outside of a public system, then the reimbursement for attendance fees would go to that establishment and not to the event location, in which case this certification would not be needed.
Procurement Services is reaching out to lodging providers with whom ISU is contracted regarding certification and will be requiring compliance with Iowa Code 80.45A as a condition of contracts signed beginning 1/1/22.
If a contract was signed and/or a financial commitment (deposit) was made prior to 1/1/22, compliance is not required.
All providers who have certified receive a facility certificate that they are encouraged to post in their lobby. If a copy a valid certification is provided and accompanies the expense report, this will be considered sufficient documentation.
No. If the lodging provider is not certified, non-state funds must be utilized to cover the full expense.
The platforms themselves are “lodging facilitators” pursuant to Iowa Code section 423A.2(1)(g), but the individual hosts would be considered “lodging providers” and thus, would need to be certified to accept public funds.
Anytime the funding source is from state funds, compliance is required. In the example provided, these would be considered state funds.
Yes, the date of certification should be prior to the date the expense is incurred (in this case the date the traveler stayed).
This functionality does not exist at this time. We plan to explore whether this might be feasible in the future.
Yes. If state funds are utilized to pay for the lodging, certification is required.