• Travel Manual

UNIVERSITY OF IOWA
Travel Manual
Guide for travel policy, payment options, and travel related processes.
University of Iowa Travel Department 
4/6/2010 
 
Contents 
INTRODUCTION ..................................................................................................................................................1 
Payment Options ................................................................................................................................................................. 1 
PROTRAV APPLICATION ...................................................................................................................................1 
Forms................................................................................................................................................................................... 1 
BEFORE THE TRIP - Expenses/Processes ......................................................................................................2 
Airfare .................................................................................................................................................................................. 2 
Allowable Class of Service ................................................................................................................................................................. 2 
Airline Discounts ................................................................................................................................................................................. 2 
Preferred Agencies ............................................................................................................................................................................. 2 
Payment Options ................................................................................................................................................................................ 2 
Hotel Deposits ..................................................................................................................................................................... 3 
Conference Registration ..................................................................................................................................................................... 3 
TRAVEL ADVANCES ..........................................................................................................................................4 
Cash Advances ................................................................................................................................................................... 4 
Delinquent Advances ......................................................................................................................................................................... 4 
DURING THE TRIP – Allowable Expenses/Receipts Required .......................................................................4 
Transportation ..................................................................................................................................................................... 4 
Mileage ............................................................................................................................................................................................... 4 
Local Mileage, Parking, and Traffic Violations ................................................................................................................................ 4 
Taxis/Shuttles/Public Transportation .................................................................................................................................................. 4 
Rental Cars ........................................................................................................................................................................................ 5 
Additional Charges ............................................................................................................................................................................. 5 
Hotels................................................................................................................................................................................... 5 
Allowable Expense ............................................................................................................................................................................. 5 
Shared Hotel ...................................................................................................................................................................................... 5 
Meal Guidelines ................................................................................................................................................................... 6 
Allowances ......................................................................................................................................................................................... 6 
Shared Meals ..................................................................................................................................................................................... 6 
Taxable Meals .................................................................................................................................................................................... 6 
Business meals while in travel status ................................................................................................................................................. 6 
Additional Allowable Travel Related Expenses .................................................................................................................................. 6 
Non Allowable Travel Expenses ......................................................................................................................................................... 7 
PAYMENT OPTIONS ...........................................................................................................................................8 
Procurement Card ............................................................................................................................................................... 8 
FOREIGN TRAVEL ..............................................................................................................................................9 
TRAVEL OFFICE DIRECTORY .........................................................................................................................10 
INTRODUCTION 
The object of this manual is to cover travel policy highlights, payment options, travel related processes.
Payment Options 
Most travel expenses can now be charged to University of Iowa Procurement Cards and we are encouraging campus to
move in that direction. We continue to offer other payments options to supplement the PCard option. This training
manual and session will cover the following UI payment options:
• Procurement Card (expenses are charged directly to the department)
• Direct Vendor Payments via e-Voucher
• Travel Expense Vouchers
PROTRAV APPLICATION 
The ProTrav application is where the traveler will process the following travel requests.
• Trip setup which includes requesting a cash advance
• Completing the Travel Expense Voucher
• Reconciling any UI procurement card expenses
Use the following link for directions on how to complete TEV in ProTrav: www.uiowa.edu/purchasing/travel/protrav
Forms 
The following forms are processed by the Travel Office. Procurement Card Vouchers, Travel Expense Voucher and Cash
Advances are accessed via ProTrav. E-Vouchers are accessed via E-Pro.
• Procurement Card Voucher (PCV) - used to reconcile travel expenses and non-travel low dollar purchases
charged to an individual’s or department procurement card.
• Travel Expense Voucher (TEV) - used for recovering expenses incurred while traveling on University business
and for clearing any ticket or travel advances obtained prior to traveling.
• Request for Advance form - used for qualifying individuals traveling on University business who will need a cash
advance.
• E-Vouchers - used by the Travel Office to prepay conference registrations and hotel deposits It is also used for
direct billing hotel or travel agencies for non-University persons (candidates, recruits, visiting faculty and/or
speakers.) University employees may NOT direct bill expenses on a Voucher and Invoice. Please Note: The e-
Vouchers should be used ONLY when a payment cannot be processed on the Procurement Card.
An important rule to keep in mind is that no one may approve their own form, no matter which form it is. Even the dean or
administrative officer of a department will need to obtain an approval signature from their superior, usually one of the Vice-
Presidents. These processes are done via Workflow.
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BEFORE THE TRIP ­ Expenses/Processes 
A “Trip” must always be established in order to process any travel related payment/form in ProTrav (Cash Advance, travel
reimbursement or travel charge on a Pcard). The trip setup is processed in ProTrav with the “create a trip” link.
Four basic items are necessary to complete the trip set-up within ProTrav. They are:
• Traveler’s Name or HawkID - (if non-UI traveler, home address is required.)
• Traveler’s Destination
• Dates of Travel
• Purpose of Trip
Airfare 
Allowable Class of Service 
Only Coach class airfare is allowable for University of Iowa business travel. Upgrades to first class, business class, or
Economy Plus are allowed only if there is no additional cost to the University (Frequent Flier or other coupons may be
used to obtain free upgrades.)
Travelers are expected to obtain the lowest available fare that reasonably meets their business travel needs. To get the
best price on airfare, it is important to book the flight in advance, usually 14-21 days in advance. Payment usually has to
be made within 24 hours of the reservation and is normally non-refundable, except on full fare non-restricted tickets.
Airline Discounts  
• Northwest Airlines – Tickets >$599 each way are eligible for a 10% discount, $299-$599 each way are eligible
for a 5% discount,