CHAPTER 8 -TRAVEL POLICIES

SECTION 8.1
TRAVEL - GENERAL

8.1(1)       Travel - General

Policy Statement
An individual traveling on University business should neither gain nor lose personal funds as a result of that travel. Travelers are expected to choose the least costly method of transportation that also meets their scheduling needs. Employee reimbursements must be University business-related, properly documented, and clearly exhibit prudent use of public funds.

This policy applies to travel paid from all University accounts. Grantors funding travel often have policies that are more or less restrictive than those of the University. The more restrictive policy must always be followed. Likewise, academic and administrative units may have limited resources, and therefore may find it necessary to place more stringent controls on allowable expenses. The traveler must be aware of any limitations. In addition, all travel must be in accordance with the policies outlined in Policy: Account Management.

Travelers must obtain permission to travel before travel begins, from supervisory or designated authority.

When personal and business travel are combined, expenses must be well documented and may not exceed the lowest available cost of direct or uninterrupted route. If the traveler uses an indirect route or interrupts travel by direct route for personal convenience, any additional expenses incurred will be the sole responsibility of the traveler.

Through the use of credit or debit cards and prepayment of registration fees or deposits, travel advances should not be necessary. However, if this is not practical, an employee may obtain a travel advance for foreign travel only. Graduate assistants may obtain a travel advance for domestic or international travel. Advances must be repaid within 10 days of the completion of the trip to avoid a finance charge. As a condition to issuance of travel advances, travelers must agree to permit withholding of overpayments or unallowable charges from paychecks up to the amount permitted by federal law. Travelers will be given an opportunity to contest withholding prior to deduction. (2004)

Reason for the policy:
This policy outlines the applicability of travel guidelines to the University community as well as the general philosophy that only prudent, actual expenses for business travel will be reimbursed.

Contacts regarding this policy:
Assistant Manager of Accounting, Controller's Department
294-5181

Procedure links:
Instructions for completing a travel reimbursement (2004)

Related links:
Travel Information web site
Appendix: Summary of allowable expenses


SECTION 8.2
AIRFARE

8.2(1)       Airfare

Policy Statement
University travelers may order air tickets from one of the contracted agencies by using an Air Travel Requisition form. No comparative quotes between the agencies are required.

Travelers are allowed to order air tickets through Internet sites by using their personal credit cards or the American Express corporate card. Although significant savings sometimes can be realized through Internet sites, travelers need to be aware of site's policies regarding ticket exchanges, refunds and transfers before making a purchase. No travel advances will be made to facilitate ticket purchases, and reimbursement must wait until the conclusion of the trip.

Payments by ISU Voucher can be made directly to non-contracted agencies only for "consolidator" tickets. Only agencies whose primary business is "consolidator" tickets may be used. A comparative quote from a contracted agency is not required.

The least expensive class, generally coach, should be used for all air travel. The traveler may not indicate a preferred carrier in order to accumulate frequent flyer miles.

Departments using federal funds also need to use a U.S. flag carrier, as provided in the Fly America Act.

For more information on procedures regarding air ticket purchases, go to http://www.ats.iastate.edu/vpbf/accounting/airtravel.htm.

Reason for the policy:
Contracts with travel agencies were developed to streamline the procurement process for airfares as well as to help insure that the lowest available fares are being obtained. Agencies that elected not to bid on our contract should not be used.

Contacts regarding this policy:
Assistant Manager of Accounting, Controller's Department
294-5181

Procedure links:
Purchasing an airline ticket

Related links:
Air Travel FAQ
Controller's Department travel web site
Instructions for using the Web Travel System
Appendix: Summary of Allowable Expenses
Appendix: List of Contracted Travel Agencies


SECTION 8.3
TRAVEL - REIMBURSEMENT

8.3(1)       Reimbursement

Policy Statement
The University will reimburse the traveler for the actual, reasonable cost of travel incurred while on university business. Expenses of a personal nature will be the sole responsibility of the traveler. Examples of personal expenses include, but are not limited to: childcare, pet boarding, in-room movies and personal grooming. Flight insurance will not be reimbursed since coverage already exists for employees on university business.

Travelers will be reimbursed for the actual cost of meals subject to limits based on cost and time in travel status. See the Summary of Allowable Expenses for a discussion of these limits. When the traveler is not in overnight travel, status meals reimbursed are required under IRS regulation to be reported as taxable to the traveler unless a business meeting occurred during the meal. Costs of alcohol cannot be reimbursed, except on 206 funds, or on 497 funds if allowed by the donor's restrictions. (2005)

There are two mileage reimbursement rates. Travelers will be reimbursed at the lower rate if the trip is over 100 miles. Travelers will be reimbursed at the higher rate if the trip is less than 100 miles, or if the traveler is permanently based off campus, or if the traveler was unable to obtain a vehicle from Transportation Services, regardless of the number of miles driven. Personal expenses such as auto repairs will be the sole responsibility of the traveler even if the damage occurred while on university business. (2004)

If a traveler elects to drive a personal vehicle for business purposes in lieu of flying, the traveler will be reimbursed for the lower cost of the two alternatives. Mileage will be reimbursed at the lower mileage rate in this situation even if a vehicle from Transportation Services was not available. When personal and business travel are combined, expenses must be well documented and may not exceed the lowest available cost of travel on the direct or uninterrupted route. If the traveler uses an indirect route or interrupts travel by direct route for personal convenience, any additional expenses incurred will be the sole responsibility of the traveler. (2004)

No reimbursement can be made for a traveler staying with friends or at residences of family members since the traveler incurred no cost. Similarly, if an employee stays with friends and then thanks them with gifts or meals, these expenses will be the sole responsibility of the traveler.

Reason for the policy:
Reimbursement of personal expenses is considered a taxable payment by the IRS. To avoid this tax liability as well as to uphold the public trust, personal expenses will not be reimbursed.

The Board of Regents sets the mileage and meal reimbursement rates.

Contacts regarding this policy:
Assistant Manager of Accounting, Controller's Department
294-5181

Procedure links:
Instructions for using the Web Travel System (2004)

Related links:
Lodging FAQ
Meals FAQ
Miscellaneous expenses FAQ
Controller's Department travel web site
Appendix: Summary of allowable expenses


SECTION 8.4
FOREIGN TRAVEL

8.4(1)       Foreign Travel

Policy Statement
Travel within the 50 United States plus Puerto Rico, Guam and the US Virgin Island is considered domestic. All other travel is foreign. This policy applies to travel paid from all University accounts except the Ames Lab contract, 401-25-01.

The Federal Government has established lodging and meal per diem rates for foreign travel which are subject to change on a monthly basis. A traveler may claim an amount up to the stated lodging per diem for the appropriate location if lodging was required at that location. If the per diem is inadequate to cover the traveler's actual lodging cost, actual cost up to 300% of the lodging per diem can be claimed with proper documentation.

The traveler must use either per diem or actual cost for the entire trip, not a combination of the two. Travel paid from Agency for International Development or US Information Agency awards must use the lower of actual or per diem.

Reason for the policy:
Federal awards mandate that the Federal travel regulations be used. Since the majority of foreign travel at the University is funded by Federal awards and to promote equity in reimbursement to University employees, the University adopted the Federal travel regulations as University policy.

Contacts regarding this policy:
Assistant Manager of Accounting, Controller's Department
294-5181

Procedure links:
Foreign Travel

Related links:
Policy: Travel- General
Policy: Travel- Airfare
Policy: Travel- Foreign
Controller's Department travel web site
Instructions for online Air Travel Requisition system
Instructions for Completing Travel Reimbursement (2005)
Summary of allowable expenses
Federal foreign per diem rates


SECTION 8.5
TRAVEL - TRANSPORTATION SERVICES

8.5(1)       Vehicle Rental

Policy Statement
University departments should contact Transportation Services for their short-term and longer-term vehicle rental needs.

Reason for the policy:
It is more economical for the University to have a central pool of vehicles than for departments to purchase their own vehicles.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Procedure links:
Reservation Procedures
Standing Orders
Accident Reporting
Policies & Procedures


8.5(2)       Approved Vehicle Uses

Policy Statement
Vehicles are for official business only and are to be used by authorized faculty and staff. University vehicles are not to be used for vacations or by family members, and are not to be used for personal errands, except for occasional incidental events, such as incidental travel when out of town for meals or other reasonable activities associated with university business. University vehicles are easily identifiable. Common sense must be used, public perceptions of where vehicles are operated and parked considered, and state law accommodated, which does not permit personal use of university vehicles. Employees who use university vehicles for personal purposes are potentially liable for fuel costs, accidents, injury, and damage, which occur during unauthorized use. (2005)

A university vehicle may be driven to a private residence and parked overnight when the driver is departing early in the morning or returning from meetings/travel late at night; when offices are located in areas where leaving vehicles may expose them to vandalism; or when the safety of personnel leaving or arriving after normal business hours is a concern. When possible, the vehicle should be parked off the street and should always be locked. (2005)

University vehicles may not be taken into Canada without the prior written consent of Transportation Services. University vehicles may not be taken into Mexico without obtaining Mexican insurance and coordination with Risk Management. (2005)

Other than short-term travel, i.e., a day or less, all faculty and staff should use private or public transportation to access the Des Moines Airport, as it is neither economical nor good use of a University vehicle to leave it in an airport parking lot.

Reason for the policy:
It is the University's desire to limit both drivers' and passengers' exposure to risk of injury, while minimizing ISU's liability when University vehicles are involved.

Contacts regarding this policy:
Transportation Services Manager
294-3414
Risk Manager
294-5315

Procedure links:
Reservation Procedures
Standing Orders
Accident Reporting

Related links:
Approved Uses


8.5(3)       Operating a University Vehicle - Drivers and Passengers

Policy Statement
All drivers must display a valid and current U. S. operator's license for the vehicle being rented, have reasonable experience driving the type of vehicle being driven and be at least 18 years old. The driver is expected to operate the vehicle in a safe and prudent manner. Compliance with Iowa law is required by all drivers to be allowed to use a university vehicle. If a violation occurs while operating a University vehicle, all fines are the responsibility of the driver.

Smoking is not allowed in university vehicles.

All operators of university vehicles are required to wear seatbelts while operating the vehicle. The driver is responsible for ensuring all passengers are wearing seatbelts.

Reason for the policy:
Iowa State University has a vital concern for the health and driving safety of its employees. It is in the best interest of the employee and the university to comply with laws and take reasonable safety precautions.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Procedure links:
Accident Reporting
Reservation Procedures
Standing Orders
Accident Reporting

Related links:
Drivers and Passengers


8.5(4)       Operating a University Vehicle - Alcoholic Beverages

Policy Statement
It is the policy of Iowa State University that no alcoholic beverage containers (empty or full) are allowed in University-owned vehicles. The policy is intended to encourage driving safety and limit the liability of the University and the driver should an accident occur.

One exception would be university-affiliated organizations and departments which possess dram shop licenses. During the normal course of these operations, it is necessary to acquire the stock to sell. These organizations may transport full and unopened containers as cargo only. Any situation that may be considered an extenuating circumstance must be described in writing and approved by the Manager of Transportation Services before the vehicle is used.

Reason for the policy:
It is the university's desire to limit both drivers' and passengers' exposure to risk of injury and the university's liability when university vehicles are involved.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Procedure links:
Accident Reporting
Reservation Procedures
Standing Orders

Related links:
Alcoholic Beverages


8.5(5)       Driving Privileges

Policy Statement
It is considered grounds for the University to take corrective action for any one of the following circumstances.

1. An individual is involved in two or more accidents in a 12-month period where the University driver is considered at fault. For purposes of vehicle use policies, fault includes contributory negligence.
2. Two or more complaints are received in a 12-month period about an individual's driving or inappropriate use of a University vehicle.
3. Any complaint involving the use of unauthorized equipment such as a radar detector. Use of radar detectors is considered as intent by the driver to circumvent traffic laws.

Corrective actions are listed below.

1. Any University driver involved in two or more at fault accidents in University vehicles in a 12-month period will be required to complete a recognized and approved defensive driving class. This must be completed before the employee may drive a University-owned vehicle.
2. Any University driver who is the subject of two or more legitimate complaints within a 12-month period will be subject to the following:
   1. If the complaints concern driving technique or were of the type that would be subject to a moving violation citation, the driver will be required to complete a recognized and approved defensive driving class. This must be completed before the employee may drive a University vehicle.
   2. If the complaints concern improper use of the University vehicle, appropriate action will be taken through the driver's department.

Reason for the policy:
Iowa State University has a vital concern for the driving safety of its employees. It is in the best interest of the employee and the university to take corrective action whenever it appears that a problem may exist with an individual driver or group of drivers while using university vehicles.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Procedure links:
Accident Reporting
Reservation Procedures
Standing Orders


8.5(6)       Eligible Drivers

Policy Statement
Eligible drivers include all University employees, graduate assistants, volunteers conducting programs for the good of the university, and members of eligible affiliated organizations. Drivers must have a valid and current U.S. operator's license for the vehicle being driven and have an acceptable driving record. Volunteers or agents may be considered employees for vehicle liability coverage, provided the vehicle is used for university-related business and the volunteer or agent is officially authorized by the head of the department to drive. The following persons are not eligible drivers: employees of contractors, consultants or vendors, visiting faculty or staff from non Iowa Regent universities, visiting artists or speakers, special event groups, government representatives, visiting athletic teams, student groups or clubs (except as noted below) or community organizations.

Either Transportation Services or Risk Management is authorized to deny a vehicle to anyone if, in their sole opinion, there is any reason to believe this vehicle may not be operated safely. Individual departments may impose additional standards, restrictions, driver education or training requirements.

University vehicles are not to be driven by an undergraduate student unless he/she is doing so as an ISU employee or accompanied by an authorized faculty or staff member, or as provided in the special circumstances described below. All undergraduate student drivers must meet University driving requirements and receive prior authorization to drive. See Student Drivers for further information.

The following are special circumstances whereby a student may be authorized to drive a university vehicle.

1. Class Field Trips - A student may drive the university vehicle if an authorized faculty or staff member is in the vehicle. This is primarily intended to prevent driver fatigue on long trips. It is recommended that drivers rotate every 2 hours. Due to limited number of faculty or staff, students may drive unaccompanied in caravan with another vehicle in which a faculty or staff is driving. Prior approval is required by Transportation Services.
2. Summer Field Camps - These are considered class field trips of a longer duration. It is sometimes necessary, due to logistics and/or the limited number of faculty or staff members that a student be allowed to drive unaccompanied. The frequency and duration of these times will be held to a minimum. Prior approval is required by Transportation Services.
3. Special Programs Benefiting the university - A program that involves students who are performing a specific assignment e.g., recruitment of prospective students, tour guides, etc., may be authorized to drive unaccompanied as a special circumstance. Prior approval is required by Transportation Services.
4. Special Vehicle Needs - Student organizations needing special vehicles to pull large trailers may use university vehicles. Drivers must complete a special defensive driving class offered by Transportation Services before driving a university vehicle.

The Government of the Student Body (GSB) owns vehicles for use by student organizations and clubs.

Reason for the policy:
It is the University's desire to limit both drivers' and passengers' exposure to risk of injury and the University's liability when University vehicles are involved.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Glossary:
Student employees are students on the University payroll, who are typically classified as casual hourly employees.

Procedure links:
Accident Reporting
Reservation Procedures
Standing Orders

Related links:
Eligible Drivers


8.5(7)       Student Drivers

Policy Statement
All undergraduate students who may be allowed to drive university-owned vehicles are subject to a review of their past driving history before being allowed to drive. This is accomplished by completing the driving permission request form. It is the responsibility of the department to maintain information on whether or not individual students are allowed to drive university-owned vehicles.

An undergraduate student driver is required to have a valid and current operator's license. A student will not be allowed to drive a university-owned vehicle if the driving history record shows any of the following:

1. Two citations for a moving violation within the last 12 months.
2. Two accidents within the last 12 months where the student driver was at fault.
3. One accident where the student driver was at fault and one moving violation within the last 12 months.
4. One accident where the student driver was at fault or one moving violation in combination with a cautionary notification letter from the Department of Transportation in the last 12 months.
5. One citation for blood alcohol content within the last 12 months. Cases not yet resolved in the courts will be considered grounds for temporarily denying permission to drive a University vehicle.

Reason for the policy:
National studies show that young drivers, ages 16 to 25, are subject to a significantly higher rate of accidents than other age groups. It is the University's desire to limit students' exposure to risk of injury and the University's liability when university vehicles are involved.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Procedure links:
Accident Reporting
Reservation Procedures
Standing Orders

Related links:
Student Drivers


8.5(8)       Accidents

Policy Statement
University drivers must report any accident or incident of damage involving University vehicles within one business day to Transportation Services. Accidents resulting in $1,000 or more of damage or involving personal injuries must be reported to the local law enforcement agency and Transportation Services as soon as possible.

The University driver, regardless of who was hurt, what property was damaged, where it occurred, or who was responsible, must report the incident to Transportation Services.

Failure to report an accident or incident of damage will be considered in assessing fault to a driver and may result in loss of vehicle, restricted use, or assessment of repair costs or insurance deductibles to the driver's department.

All Regents institutions participate in a vehicle self-insurance program that provides liability and collision for damages where fault rests with the university driver. When damage to a vehicle is a result of gross negligence, or where accidents are reasonably avoidable, a charge of up to $500 may be assessed to the department responsible for authorizing use of the vehicle. In cases of gross negligence, or where the driver is clearly at fault, Transportation Services may further assess the driver's department part or all of the cost of repairing the vehicle.

Reason for the policy:
It is the university's desire to limit both the drivers' and passengers' exposure to risk of injury, while minimizing ISU's liability when university vehicles are involved.

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Glossary:
Accident: An incident in which an Iowa State University vehicle is involved (whether in motion, temporarily stopped, parked, or being loaded or unloaded) that results in personal injury and/or property damage, regardless of who was hurt, what property was damaged, or who was responsible, is defined as an accident. (2004)

Procedure links:
Accident Reporting
Reservation Procedures
Standing Orders


8.5(9)       Loss or Suspension/Restriction of Driver's License (2005)

Policy Statement
Iowa State University has many job classifications and positions that require a valid driver's license and/or special driving certification (e.g. commercial driver's license) as a condition of employment. In addition, many other positions occasionally require employees to drive for purposes of conducting University business. This policy identifies the steps the University will take upon the loss or suspension of a driver's license. The policy reflects the Board of Regents, State of Iowa policy (Chapter 4.36) and Iowa Code Chapter 321J and 252. (2005)

A. Suspension of University Driving Privileges
An employee who has been charged with a violation of statutes that affects his/her driver's license, or who has his/her driving privileges suspended, revoked, or barred for violating such statutes, including but not limited to Operating While Intoxicated, Vehicular Homicide or habitual violations, shall not drive any vehicle (personal, rented, or University-owned) for University business for a minimum period of six months or until such time as the Iowa Department of Transportation or appropriate state licensing agency restores the employee's privilege to drive (e.g., reinstatement of a full driver's license, special driving certification or obtaining a permit to drive to and from work and for work-related purposes), whichever is greater. The suspension of University driving privileges shall take effect upon the University's notice of the charge against the employee. Upon completion of the minimum period of six months, an employee who has been issued a temporary permit to drive to and from work and for work-related purposes by the court or Department of Transportation, may use his or her personal vehicle for university business but is prohibited from using university or rented vehicles on university business. An employee who is issued a temporary work permit and intends to use his or her personal vehicle for University business must provide proof of auto liability insurance and evidence of a work permit to the Office of Risk Management for review and approval. (2005)

B. Termination of Employment for Failure to Maintain Driver's License
An employee whose job classification or position requires the possession and maintenance of a driver's license and/or any required special driving certifications in order to perform the essential functions of that position's assigned duties and who has that license revoked, rescinded, suspended, or renewal denied may be, after the exhaustion of all administrative contested case proceedings before the licensing agency, terminated from employment for failure to maintain the necessary qualifications required for that position. (4.36 State of Iowa, Board of Regents Policies) (2005)

"Requires the possession and maintenance of" means as stated in the qualifications provisions for the job class or positions. (2005)

C. Other Restrictions of University Driving Privileges
Other restrictions of University driving privileges may be applied by the Director of Transportation Services upon a determination of an employee's unsafe driving behavior (e.g. responsibility for an accident, speeding, reckless driving, etc.) that would affect the safety, health and welfare of the driver, passengers, or the general public. Other restrictions of University driving privileges while on University business may include, but are not limited to, such restrictions as prohibiting the transportation of passengers, placing geographical limits on vehicular use, or preventing the use of University owned vehicles. (2005)

D. Appeal Procedure
Employees or departments may appeal vehicle use restrictions to the Fleet Safety Review Board. A written request for appeal should include information on any special circumstances to be considered. Requests should be forwarded to the Office of Risk Management. (2005)

The decision of the Fleet Safety Review board may be appealed to the Director of Business Affairs. The decision of the Director of Business Affairs may be appealed to the Vice-President for Business and Finance. (2005)

Interlocking Devices
When a job requires the employee to drive, employees whose driving privileges are restricted by a temporary driving permit that requires the installation of an ignition interlock device will make alternative arrangements. An ignition interlock device shall not be installed on any vehicle owned by Regent institutions or the state. Employees with this restriction may not use another vehicle with an interlocking device to transport individuals while conducting University business. (2005)

Loss of License - Failure to pay child support An employee who has had his or her driving privileges suspended, revoked or barred for failure to satisfy court ordered child support payments, but to whom the court or Department of Transportation issues a temporary permit to drive to and from work and for work-related purposes, is prohibited from using University or rented vehicles on University business, but may use his or her personal vehicle for University business after providing proof of auto liability insurance and evidence of a work permit to the Office of Risk Management for review and approval. (2005)

Reason for the policy:
It is the University's desire to limit both drivers' and passengers' exposure to risk of injury and the University's liability when University vehicles are involved. (2005)

Contacts regarding this policy:
Transportation Services Manager
294-3414

Risk Manager
294-5315

Procedure links:
Accident Reporting
Driving Privileges

Related links:
Alcoholic Beverages


SECTION 8.6
TRAVEL - ISU FLIGHT SERVICE

8.6(1)       ISU Flight Service

Policy Statement
When departmental transportation needs involve long-distance, one-day travel, do not accommodate a Saturday night stay, involve a number of staff going to the same destination at the same time, or the itinerary involves multiple locations and stops, departments should consider using the Iowa State University Flight Service.

ISU Flight Service is available for all University personnel for both out-of-state and in-state travel on a reservation basis.

Reason for the policy:
In certain situations, when delays and the costs of food and lodging are considered, it may be more economical to utilize ISU's Flight Service to provide transportation.

Contacts regarding this policy:
University Flight Service
232-5536


RETURN TO CHAPTER 8 TABLE OF CONTENTS RETURN TO UPM TABLE OF CONTENTS