Office of the Controller

Travel

The ISU Travel Department assists University departments by relaying information, explaining and interpreting travel policies and procedures, processing Travel Authorizations, processing Travel Reimbursements, and keeping accurate travel records. We will make our best effort to ensure that you will receive reimbursement for travel expenses within five working days from the time your complete and accurate expense report has been fully approved. 

Official University travel is defined as travel by University personnel, non-University personnel, and University students when the authorizing individuals consider such travel to be in the professional and/or business interest of both the traveler and the University. Such expenses may include transportation, lodging, subsistence, and registration fees. Travelers are expected to observe the University's policies and procedures in the type and amount of expenses incurred. In order for your reimbursement to be non-taxable, you must follow ISU's Accountable Plan Guidelines. ISU will only pay for travel that is properly authorized.

International Travel Warnings/Alerts: The Vice President of your area or Provost must review and approve faculty/staff/student travel to countries/areas for which the U.S. State Department has issued a Travel Warning or Alert (see U.S. Department of State Travel Alerts). Approvals will also be needed if the U.S. State Department issues a Travel Alert or Warning after the initial authorization was granted, but prior to the date of the actual trip. It is the responsibility of the traveler to get approval prior to departure. Please see the International Travel section below for additional information.

Visit the tabs below to learn more about the travel policies and procedures of the University.

Sycamores Back on Track - Travel:

Effective October 1, 2021

Per the ISU Today 9/3/2021: Students and instructors participating in select experiential learning activities will be required to provide either proof of vaccination or weekly/semi-weekly proof of a negative COVID-19 test. Semi-weekly testing is required for all students participating in theater productions and all students and instructors in the ISU Flight Academy this semester.

ISU students participating in University-sponsored travel will be required to provide either proof of vaccination OR proof of a negative COVID-19 test taken within 72 hours of start of travel. Tests taken earlier than 72 hours of the start of travel will not be accepted. This guideline applies to all types of University-funded or University-organized travel, including trips for which students are required to provide their own transportation, such as field trips to local sites.

U.S. states, international destinations, and host organizations may have restrictions that exceed the University requirement. All ISU students and employees are expected to comply with restrictions in place at their destination.

All student travel, including local field trips, require pre-approval through the University’s travel authorization system. Travel information is available at: https://www2.indstate.edu/controller/travel.htm.

Field trip information also must be submitted to the Office of Risk Management. Field trip information is available at: https://www2.indstate.edu/riskman/fieldtrips.htm.

Misc. Expenses

While traveling, you will incur expenses for items other than your airfare, conference registration, lodging, meals, and car rental. The University reimburses you for some of these miscellaneous expenses. Some miscellaneous expenses are not reimbursable. It's usually best to be aware of what is and is not reimbursable before you spend your money and run the risk of discovering that the University, by law, cannot repay you. Before you travel, check with your department, review the lists below, and contact the Travel Account Specialists if you have particular concerns about extra expenses. All Reimbursements must be submitted within 60 days of travel. (See Accountable Plan Guidelines).

REMINDER: SAVE ALL OF YOUR RECEIPTS

Reimbursable Expenses

Reimbursable Expenses

The following lists some of the most common reimbursable expenses:

Getting Around

  • Busses
  • Baggage Fees
  • Limousine
  • Parking – Hotel parking is fully reimbursable. Airport parking should be reimbursed up to the equivalency of the long term parking rate for reasonable parking expenses incurred by the traveler. See Airport Parking under Transportation and Lodging for additional airport parking guidelines.
  • Shuttles
  • Taxi, Uber, Lyft, Ride Share, etc.
  • Tolls

Communications

  • Internet Fees at your Hotel
  • Faxes for business purposes

Foreign Travel

  • Passport and/or Visa fees
  • Immunizations
  • Foreign currency exchange fees

Non-Reimbursable Expenses

Non-Reimbursable Expenses

The following are some examples of items the traveler might have to incur themselves:

Entertainment Expenses

  • Meals for other people
  • Food in excess of the daily subsistence amount
  • Alcohol
  • Tobacco
  • Video, VCR, TV or radio rentals
  • Event tickets
  • Taxis or other transportation to and from entertainment events

Personal Expenses

  • Any kind of insurance
  • Extra boarding fees for seat assignment or early boarding check in
  • Medical and hospital services
  • Commuting expenses between your home and work station
  • Additional transportation, hotel or other expenses for personal travel in conjunction with University travel
  • Personal phone calls
  • Laundry

Link Area

Contact

Alison Angermeier
Travel Account Specialist
Ext. 3541

Hope Waldbieser
Tax Compliance Officer
Ext. 3524