UI Cardholders, who currently have travel permissions on their procurement card may charge most of their travel expenses directly to their departmental procurement card rather than using a personal charge card and submitting expenses for reimbursement. Departmental expeditors may now pay travel expenses directly for UI visitors (faculty recruits, guest speakers, etc) rather than submitting an eVoucher for payment or reimbursing the traveler after the trip. Please remember that your card should NEVER be given to another individual to take on a trip and charge his/her travel expenses.
This tool is provided to you for convenience, but also comes with a high level of personal responsibility. Although your department will be now paying these expenses directly for you, it does not diminish the need for you to keep good records and to retain the required receipts in order to reconcile your expenses. Please review the information provided below regarding appropriate use of your new procurement card for travel expenses and reconciliation of those charges.
|Conference/Workshop Registrations social events (golf outings, tours, etc) held in conjunction with conferences and/or spousal/guest registrations should be paid for personally and should NOT be charged to the Procurement card.||Registration form or other conference materials that verify the amount charged to the procurement card and specify what is included in the registration/workshop fee.|
|Airfare (including exchange fees and travel agency service fees.)||Itinerary provided by the travel agency at the time of booking that shows routing, dates, and class of service.|
|Hotel Deposits||Housing form, email or other documentation from the hotel or housing bureau that verifies the amount of deposit required and charged.|
|Lodging, including room charges, taxes, business phone/faxes, local or phone access charges. Please note that personal expenses such as movie, personal phone calls, bar or spa charges should be paid for personally upon check out and should NOT be charged to the procurement card.||Final Check out folio, showing an itemization of all nightly room charges, taxes and other business related expenses. Please check our web page for maximum hotel allowances. If your hotel is over the allowable limit, but is the conference hotel, please attach housing form or other verification.|
|Rental Cars and gas for rental car|
Please note that additional/optional insurance coverage (CDW, LDW, SLI, PAI, etc) are NOT allowable charges.
|Final itemized receipt given upon return of car, showing an itemization of all charges, including daily/weekly rate, refueling charges, taxes, etc. The rental agreement given at the time of rental is not sufficient.|
|Other Ground Transportation rail, shuttle service, etc.||Rail itinerary or receipt given by travel agency at time of booking. Shuttle service receipt given at time service is provided (unless charge is posted in advance of service).|
|Meals while in Travel status||Receipts for individual meals are not required to be attached to the voucher, unless the purchase is $75 or greater. Expenses for alcohol are not allowed.|
For more detail on travel regulations, preferred agencies, airline discounts, maximum hotel allowances, etc, please refer to the Travel web page.
Billing cycles still end on the 27th of each month. Charges must be reconciled by the 18th of following month. This means that charges such as airfare and hotel deposits will be reconciled sometimes months before a trip takes place. Reconciliation is done by submitting a Procurement Card Voucher (available on our web page: https://protrav.bo.uiowa.edu) with all required receipts. The cardholder must sign the PCV and it must also have a departmental signature of approval.