iowa state travel expenses

Benefits of the Travel and Hospitality (T&H) Card for Those Returning to Travel

The easing of COVID-19 restrictions has meant a return to travel for many Iowa State employees, and a return of employee travel expenses.

Use of the Travel and Hospitality (T&H) Card for travel expenses:

• Reduces the need to use personal funds.  T&H Card transactions are paid by the university, eliminating the need for the traveler to wait for reimbursement.
• Allows exemption from sales taxes, where applicable.
• Protects against fraudulent charges, as the university is not liable for unauthorized card activity.
• Provides automatic travel accident insurance, collision damage waiver and emergency travel services through card provider U.S. Bank.

The T&H Card also replaces the Study Abroad Event Card program, with study abroad usage of T&H Cards authorized through college international programs offices.  Hospitality expenses, such as hotel rooms and meals for guests of the university, may also be made using the T&H Card.

Additional information about the T&H card program can be found in the Travel and Hospitality Card Program Guide .  A step-by-step walkthrough of the application process is available at Workday: Card Applications in Workday . 

If you have questions about what you can charge to the T&H Card, the P-Card or T&H Card: Which should I use? webpage is a great place to start.

Nearly 2400 employees have received T&H Cards since the program’s introduction in 2019.  While the pandemic significantly impacted travel expenses, T&H cardholders had made nearly 4500 transactions totaling over $900,000 by February 2020.

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ISU Travel policy updates

There will be updates to the university travel policy, effective August 1. The per diem reimbursement is easier and faster to submit, review and approve.  Using a per diem will dramatically decrease the time it takes for a traveler to submit an expense request and the time it takes for service teams to process the request. This method allows for simplified expense planning and a predictable expense payout.

The policy updates will make it easier for faculty and staff to plan their trip expenses, find acceptable lodging and meals, create expense reports, and more clearly understand total reimbursement.

Why are the updates needed? The updates will bring Iowa State in line with our peers and overall industry standards. They remedy several issues that have emerged in recent years. For example, meal reimbursement rates for travel have not been adjusted in years, causing some significant under-reimbursements for faculty and staff. Also, numerous inconsistent travel practices have been adopted over the years in units across campus, a source of confusion and potential audit concerns.

The new policy changes create a more consistent university-wide travel reimbursement policy, and simplify the reimbursement process.  All allowable reimbursements will be determined in the same manner.  Supervisors continue to have the authority to determine who travels — including the option to limit travel as a cost savings during a time of reduced budgets.  Supervisors also may set a maximum dollar amount prior to a trip, documenting that maximum on the Workday Spend Authorization.  They also may set acceptable travel hours for their employees.

Meal reimbursements.   Meal reimbursements will be paid on a per diem basis, both domestic and international. For travel within the state of Iowa, ISU’s per diem rate for meals is $35.  For travel outside Iowa, ISU will follow per diem meal rates established by three federal agencies: the General Services Administration for domestic rates; the U.S. Department of Defense for Hawaii, Alaska and other U.S. territories and possessions; and the U.S. Department of State for international destinations.

For individual travelers, meal receipts are not required. However, group meals still require a receipt.

Per-diem meal reimbursements are subject to limitations established by the Board of Regents. Limitations include time of travel:  An employee must be in travel status from 7:30 a.m. through 8:00 a.m. to claim breakfast, noon through 1:00 p.m. to claim lunch, and 5:30 p.m. through 6:30 p.m. to claim dinner.  They also include whether a meal was included in conference registration, paid as part of a group meal, or otherwise provided.  The traveler must submit a conference agenda to assist in verification of meals.  The percentage of per diem rates allocated to daily meals are reflected as follows:

• Breakfast 20%

Lodging reimbursements.   The updated policy requires lodging expenses to be reimbursed based on actual costs up to the established per diem room rates (taxes or related room fees above this room rate are allowable as documented with a receipt).  For travel within the state of Iowa, ISU’s maximum daily rate for lodging is $96.   For travel outside Iowa, ISU will follow lodging rates established by three federal agencies: the General Services Administration for domestic rates; the U.S. Department of Defense for Hawaii, Alaska and other U.S. territories and possessions; and the U.S. Department of State for international destinations.

Exceptions for lodging costs that exceed limits may be allowed based on the business case and where appropriately documented.

International travel.   The policy on international travel (including athletic competition) has been clarified and re-emphasized.  Since January 2020, an employee planning to travel internationally must register with the Office of Risk Management and complete international travel processes.

Other policy updates include:

• Deadline for submitting travel expenses.  Travel expense reports must be submitted within 120 days of the trip’s end date. Travel expenses reimbursed after 120 days will be recorded as taxable to the employee.
• Exceeding allowed expenses.  If the traveler’s T&H card charges exceed the maximum allowable travel expenses, the excess charges will be deducted from any personally paid reimbursable amounts.  Any remaining overages will be charged to the traveler’s U-Bill.

Travel FAQs

Can i cover the travel expenses of a non-iowa state collaborator.

Yes, provided your approved budget can support the expense.  Those being reimbursed by Iowa State are subject to  Iowa State’s Travel Policy .

Can I purchase my own airline ticket?

University policy allows ISU employees to purchase their own airline tickets.  If you choose to do this, please remember that the traveler assumes all risk.  If the trip is cancelled, ISU will not reimburse the traveler for the ticket of a trip that was not taken.  Trips arranged through ISU’s contracted  travel agency  and subsequently cancelled can have credits applied to future trips of any ISU traveler.

How much will Iowa State reimburse for my meals?

Meal reimbursement rates vary, depending on where you are traveling (in state, out of state, foreign) and the length of time you are in travel status.  For additional information, please see the  Allowable Travel Expenses Overview  for a summary of the most common travel expenses.

How do I rent a vehicle from Iowa State?

Vehicles can be rented from  ISU Transportation Services.

Are travel expenses from Airbnb and Uber allowable?

Yes, for additional information, please see the  FAQ for Lodging .

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Policy Manual

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• Policy Approval

22.3 Travel Expense and Reimbursement

• General. Travel expenses must be itemized on an official travel expense voucher (for out-of-pocket expenses) or procurement card voucher (for expenses charged to a UI procurement card). By approving the voucher, the traveler signifies the expenses are actual costs incurred, allowable by policy, and will not be reimbursed from any other funding source or claimed as a tax deduction. Departmental approval indicates that all expenses and receipts have been reviewed and comply with the travel policy. By approving the expenses, the traveler's supervisor and the department have verified that these expenses have been incurred as university business and that they have been reviewed and approved by the appropriate individual who has been designated approval authority for this department and/or funding source. As a designated departmental approver of expenses incurred in the name of the University of Iowa via this form, the approver understands that they are accepting a fiduciary responsibility to comply with all applicable institutional policies. It is their responsibility to examine all expenses and the required supporting documentation, to determine if the charge is for a valid business purpose and for the university's benefit. The department may not approve expenditures that are outside the established university travel regulations. In special circumstances, where exception to policy is deemed essential, a written request with explanation must be submitted to the Director of Purchasing and approval must be received prior to the expense being incurred.
• Travel expense vouchers (TEVs) must be submitted within 120 days of trip end date. Travel expenses reimbursed after 120 days will be taxable to the employee.
• Individuals not on university-related business may accompany, at their own expense, an individual traveling on university-related business except when the method of transportation is a university-owned vehicle (see  V-19 Motor Pool).
• Receipts. Receipts for airfare, rental car, train, hotel, and conference fees and any other single expense of $75 or more must be scanned and attached to the TEV. Original receipts must be retained by the department until the TEV has been approved by the Travel Department and posted to the General Ledger. Generic receipts, which are any receipts that do not have a preprinted or stamped conference/hotel/vendor name, are not an acceptable proof of payment. If a generic receipt is the only receipt available, the following additional documentation will be required: 1) canceled check front and back, or 2) copy of check and bank statement (information unrelated to this transaction may be redacted), or 3) credit card statement (the credit card number should be redacted).
• Travel reimbursements are sent via direct deposit to employees whose payroll checks are direct deposited. These payments are separate payments from the payroll process. Travelers may elect to have payments sent to a different account than their payroll or to stop direct deposits by completing the direct deposit form at  Employee Self Service . Where direct deposit is not an option, checks are sent to the traveler's home address provided by the department.
• Commercial air travel . Commercial air travel should be by common carrier. Reimbursement is allowed for round-trip coach-class fare. Travelers are expected to obtain the lowest available fare that reasonably meets their business travel needs. To obtain the lowest fare, tickets should be purchased at least 14–21 days in advance of travel whenever possible. However, due to the cancellation penalties imposed by the airlines on almost all reduced rate tickets, travelers should try to balance the need for savings generated by advance purchase with the knowledge that travel arrangements cannot be changed without significant penalty. Receipt. The original ticket/receipt or electronic itinerary with the proof of payment is always required for reimbursement. When a ticket is exchanged, the original ticket, the exchange (new) ticket, and the Refund/Exchange Notice must all be submitted with the travel voucher. Justification for the exchange or cancellation must be provided on the TEV. First or business class. First- or business-class charges are allowed only for documented medical reasons, contractual agreements (i.e., speaker), or in situations approved in advance by the Travel Department. A satisfactory explanation must be included with the TEV and approved by the Travel Department before reimbursement will be made.
• Where travel by commercial air is not feasible and/or where significant time savings could be realized by flying charter air.
• When travel by commercial means would result in such a late return that working a full day the following day would be impractical or unreasonable.
• Where a group of university faculty, staff, or students is traveling to the same destination and significant cost savings can be realized.
• To locations not served by commercial air.
• When there is a time emergency and it is determined that an off-campus appearance or assignment is required and of obvious benefit to the university and cannot be achieved by any other reasonable travel plan.
• The round-trip distance traveled is less than 100 miles;
• The round-trip distance is more than 100 miles and a motor pool vehicle is requested, but is not available;
• Use of a motor pool vehicle is not possible or not feasible (i.e., faculty or staff members are located in an area not served by campus motor pools); or
• Round-trip travel to/from designated airports is greater than 100 miles and the lower airfare cost justifies use of the designated airport. Designated airports are Moline and Des Moines.
• Two or more persons are taking the same trip at university expense;
• There is no adequate common carrier between points of travel;
• It is necessary to transport delicate instruments or excessively bulky material not readily adapted to common carrier transportation;
• There is a justifiable time emergency; or
• When savings to the department can be demonstrated (see example below) and time away from work for driving has been appropriately approved. Meals, mileage, and hotel costs must be compared to a round-trip coach airfare ticket purchased two weeks in advance of the trip plus ground transportation to and from airports. An official airfare quote from a travel agency must be attached to the travel voucher. Example, case (v): Oklahoma City, OK, 1362 miles @ $.25                                         $ 340.50 Hotel one night each way @ $ 50.00                                                  100.00 Meals en route lunch and dinner — 2 @ $12 + 2 @ $20               64.00 Total                                                                                                           $  504.50 (a) Travel agency airfare quote                                                                   624.00 Ground transportation to and from airports                                  50.00 Total                                                                                                             $ 674.00 (b) Savings to the department ( b  minus  a )                                         $ 169.50
• Mileage reimbursement alone (meals and lodging are not allowable); or
• Round-trip coach-class plane fare plus ground transportation to and from airports.
• Mileage is limited to the IRS rate for moving expenses; and
• Meals and hotel expenses are allowed, but all meals are taxable and hotel expenses in town for more than one day are taxable to the employee.
• Traveler must be a licensed/certified pilot.
• Passenger travel must be optional. Alternative modes of travel must be available without adverse consequences that would unduly influence the decision to travel by private aircraft. All travelers in the private aircraft must be at least 18 years old and must provide a signed Release of Liability.
• Purpose of travel — The purpose of the travel must be within the scope of employment.
• Savings — Cost savings or time savings must be realized, or there must be no adequate common carrier to point of travel.  In addition, the following information must be on file with the Departments of  Risk Management, Insurance, and Loss Prevention   and  Travel  prior to travel:
• Completed Aircraft Information Form (available from Risk Management).
• 5-seat capacity or less — $1,000,000/occurrence, with no per-seat limit.
• 6- to 8-seat capacity — $2,000,000/occurrence, with a minimum of $300,000 per-seat limit.
• 9-seat or greater — $3,000,000/occurrence, with a minimum of $300,000 per-seat limit.
• Release of Liability form for each university employee and passenger.
• Personally owned aircraft. Mileage rate is based on the General Services Administrative (GSA) rate for airplanes. Reimbursement may not exceed cost of coach class commercial airfare to the nearest airport and ground transportation to and from business destination. Reimbursement includes all costs of operation, landing fees, fuel, etc. These costs may not be claimed in addition to the mileage reimbursement.
• Private leased aircraft. Actual documented cost of rental, fuel, airport landing fees. Total reimbursement may not exceed the cost of coach class commercial airfare to the nearest airport and ground transportation to and from business destination.
• Liability. The university travel reimbursement rate above includes a provision for expenses, including insurance, in the mileage rate calculation. Therefore, in the event of an accident, the traveler who pilots a personally owned or privately leased aircraft must rely on their own personal aircraft liability insurance policy as the primary liability coverage. The university is not responsible for personal injury or damage for individuals who choose to travel in a privately owned or leased aircraft. In the event of accident, injury, or damage, travelers must look to the responsible party, i.e., the pilot and/or the owner of the aircraft or their insurance, for recourse.
• University-owned automobiles. See  V-19  Fleet Services. Travelers using Fleet Services vehicles must state such and list all university employees who shared the vehicle on each individual TEV.
• Rentals from contracted vendor. The university has a contract with a  vehicle rental agency , and employees are expected to use this contract in order to obtain sufficient insurance coverage. No additional insurance should be purchased and may not be reimbursed.
• Travelers who must use another car rental provider in locations where the contracted vendor does not supply should verify that basic liability insurance is included in the rental. If liability is not provided, basic liability coverage insurance should be purchased and is an allowable expense.
• When travelers choose to use another car rental provider where the contracted vendor is available, basic liability coverage must be included in the rental or purchased at the traveler's expense.
• Car storage and parking. Itemize by date and attach receipts for storage to the voucher. Charges for car storage and parking are allowed only when mileage reimbursement for a personal car or rental automobile is allowed, or when a university-owned car is used.
• Taxi. Actual, reasonable taxi, shuttle, or other local transportation costs are allowable expenses. Itemize by date and indicate points of travel in the description.
• Tolls. Bridge or road tolls are allowable items of expense.
• Rail travel. Standard coach class seating is allowable. Sleeper accommodations are allowed only when there is a demonstrated cost savings compared to coach class air travel, or when justified as essential on the travel voucher. Claim rail expense in the Transportation column and attach original passenger receipt.
• General. Attach the itemized hotel/motel bill/folio to the voucher. Lodging reimbursement is limited to the actual/reasonable cost of a single room plus applicable taxes. Travelers are expected to seek standard, reasonable lodging accommodations that are comfortable, convenient, meet the business need, and offer good value. Travelers are encouraged to ask for the discounted rate when making reservations (i.e., the government/educational/corporate rate). Lodging rates set by federal regulations will be used as a guide in determining whether a cost is reasonable. These rates are reviewed and amended periodically and are available on the  Travel web page .
• If the hotel is the site of the conference, reimbursement will be the actual cost of a standard single room plus tax. A hotel qualifies as a conference site when the conference or related events are held within that hotel or it is designated as the headquarters hotel. Documentation listing the hotel as the conference site must be attached to the voucher and the appropriate box checked on the voucher. The least expensive room should be selected for full reimbursement. If not available, please provide documentation that the selected room was no longer available.
• If the hotel is not the site of the conference, but the cost is equal to or less expensive than the conference site hotel, the actual cost plus tax will be reimbursed when documentation showing the cost of the conference site hotel is provided.
• If neither (a) nor (b) applies, reasonable hotel accommodations will be reimbursed. The university reserves the right to determine what is a reasonable amount. A reasonable amount for non-conference hotel costs may be the maximum of the Federal Travel Directory (FTD) hotel per diem rate for that city. The FTD maximums can be located at  https://ap-purchasing.fo.uiowa.edu/travel/domestic-travel . For international travel, reimbursement is limited to the federal government lodging maximum. International rates are available at the U.S. Department of State website at  http://aoprals.state.gov/web920/per_diem.asp .
• If sharing with another university employee on university-related business, the cost of the hotel expense must be split between the travelers using the split expense functionality within ProTrav.
• If sharing with a colleague(s) from another institution, only the portion for the UI employee will be reimbursed.
• If sharing with a person(s) who is not on university-related business, reimbursement will be limited to the single room rate or 75 percent of the double room charge. If claiming the single room rate, clear documentation of the single room rate must be provided. Acceptable documentation includes official housing information from conference materials or official verification of the single room rate provided by the hotel, on hotel letterhead.
• Meal per diem in travel status. Per diem meal allowance cannot exceed the maximum daily allowance (see h(2) below). Meal tips and snacks are only allowed up to the maximum daily per diem. Alcohol is not a reimbursable expense. "Travel status" is defined as the time the traveler leaves their home or office (whichever is closest) until the time the traveler returns to their home or office (whichever is closest).
• Maximum domestic and international daily rates for meals are based on published U.S. per diem rates using: the General Services Administration for domestic rates; the Department of Defense rates for Hawaii, Alaska, and other U.S. territories and possessions; and the State Department rates for foreign destinations. Full per diem is allowed on full days of travel.  A partial day’s travel meal per diem will be prorated according to the time and meal charts below, allowing 20 percent of the meal allowance for breakfast, 30 percent for lunch, and 50 percent for dinner. Any meal cost over domestic or international limits will be at the traveler's expense. On date of departure the traveler must leave prior to:  6:00 a.m. To claim breakfast  11:00 a.m. To claim lunch  5:30 p.m. To claim dinner On date of return the traveler must return after: 8:00 a.m. To claim breakfast 1:00 p.m. To claim lunch 7:30 p.m. To claim dinner
• Shared meals. If meals for other UI employees are paid by the traveler, the cost of the meal must be split among all university employees using the split expense functionality within ProTrav. If the individual(s) is (are) not a university employee(s), the name and affiliation must be provided.
• Taxable meals. Meal costs reimbursed to university employees for non-overnight trips will be subject to withholding and reported as taxable income in accordance with Internal Revenue Service regulations. The cumulative taxable amount and the amount withheld will be reported on the W2 form mailed at the end of the year. If the traveler is not requesting reimbursement for overnight accommodations, please indicate so on the TEV.
• Business meals while in travel status. Business meals while in travel status are allowed only if non-UI employees are involved in the meal. Meetings with only UI employees are limited to actual costs up to the maximum per diem for that city. The cost of the meal must be split among all university employees using the split expense functionality within ProTrav. The name and business affiliations of the non-UI travelers and purpose of the meeting/meal must be provided. This meal claim is subject to food and beverage purchasing guidelines (see  V-11.25a ).
• Registration fees . Registration fees should be paid by procurement card or e-voucher. Registration receipts showing proof of payment are required. Details of the conference or meeting agenda must be included with the TEV. Specifically, documentation showing which meals are provided should be included. If no official receipt is provided, copies of both sides of canceled checks are acceptable receipts for registration fees.
• Tips. Maid and baggage tips should be reasonable amounts; itemize by date and indicate the purpose or the person to whom paid in the description column. Meal tips must be included in the cost of meals.
• Baggage expense. Itemize by date and explain in the description column whether the charge is for storage or transportation.
• Telephone. Itemize university-related business calls by date.
• Traveler's checks. The cost of traveler's checks is an allowable item unless reimbursement is from Department of Defense or National Aeronautics and Space Administration contract and grant funds awarded to the university.
• Charges not allowed . Charges not allowed include personal insurance, personal phone calls, baggage insurance, laundry, entertainment, valet, alcohol, airline club memberships, extended leg room accommodations on airlines, pre-set selection (unless required by the airline), and other items as determined by the Travel Department. Exceptions to any items on this list would need to be justified by the traveler and approved by the Travel Department.
• Travel charges on University of Iowa procurement cards. All allowable travel expenses may be charged to a university procurement card. Procurement cards may be obtained for any UI employee who travels on a regular basis for university business.
• Policies and rates for meals and lodging approved by the U.S. Department of State are to be followed unless university department or external funding sponsor regulations are more restrictive. Receipts for hotel, car rental, registration, and other transportation are always required to substantiate the actual cost. Other receipts are required only for expenses $75 and greater.
• The traveler may be reimbursed at up to 150 percent of the per diem rate approved by U.S. Department of State only if justified as essential due to special circumstances and approved by the appropriate university officials and the Travel Department in advance of travel. Exceptions not authorized in advance of travel may be considered and authorized by the Travel Department only after careful review and consideration of any unanticipated costs. The traveler must provide an explanation of the extenuating circumstances and original receipts supporting all lodging and meal expenditures. Reimbursements in excess of the U.S. Department of State rates will not be approved if prohibited by granting agency regulations.
• Currency conversion. All expenses must be itemized and reported in U.S. currency on the travel expense voucher. Rates of exchange may be obtained from the Travel web page or at a local financial institution. The exchange rate and source must be referenced on the voucher. The required receipts should be attached to the travel expense voucher and individually labeled (hotel, meal, taxi, etc.) and converted to the U.S. dollar equivalent.
• Travel incentive programs. University employees may participate in certain air travel and lodging discounts and incentive programs for their own individual travel, but do so subject to the understanding that any volume rebates or other incentives earned are the property of the university and should be used on business travel. No reimbursement is allowed for the "value" of travel incentives or certificates for which there was no cash outlay.
• Group/team travel. University of Iowa group/team travel is subject to University travel policies and meal and lodging allowances. Exceptions will be made to the standard individual cash advance policy. An amount large enough to reasonably cover meal and miscellaneous expenses for the group/team will be allowed. Hotel expenses should be charged to a University procurement card or direct billed whenever possible and should not be included in the cash advance request unless no other payment method is available. Group/team airfare other than charter air should be purchased through one of the University's preferred travel agencies (see V-22.3a ) and charged to a UI procurement card whenever possible. This should be done in order to obtain discounts and additional insurance coverage provided by the university's airline and credit card agreement(s). When an outside travel agency must be used or provides documented cost savings, airfare should be charged to the procurement card or paid directly to the agency via a non P.O. voucher and invoice. Exceptions to meal limits will be allowed for student group travel when it is necessary to keep students in one location. Prepaid cash advances will not be allowed for group/team air travel charged to personal charge cards.
• Persons other than faculty and staff. Persons traveling on university business other than faculty and staff are subject to the same regulations as faculty and staff.
• Travel under externally sponsored agreements. In addition to compliance with university travel regulations, travel funded under externally sponsored agreements (contracts, grants, and other awards) is often subject to additional regulations of the sponsoring organization(s). For example, travel under federally sponsored agreements generally follows the cost principles set out in the Office of Management and Budget Uniform Guidance,  2 CFR 200 . Federal agencies are required to incorporate these costs principles into their policy guidelines. Some agencies, such as the Public Health Service and the National Science Foundation, have delegated authority to grantee institutions to approve non-budgeted travel. Sponsoring organizations may restrict the use of funds for certain types of travel or require sponsor approval under specific sponsored agreements. In most instances, travel restrictions are set out under the special terms and conditions section on the award notification or agreement for both federal and non-federal sponsors. In general, under federally sponsored agreements, personnel must use U.S. flag air carriers for international air transportation. Questions pertaining to externally sponsored travel should be directed to the accountant specified on the university's Award Activation Authorization Notice accompanying the notice of award from the sponsoring organization.
• Third-party reimbursements. University travelers occasionally receive travel reimbursements from third-party sources. It is the traveler's and department's responsibility to assure that these funds are deposited to UI accounts when those expenses have been paid directly by the university via procurement card or other means or have already been reimbursed via a university travel voucher. 

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May 8, 2024

Student Life Policies and Procedures

Administration of registered student organizations.

The contents of this website and the related student organization pages are currently under review. If you have questions regarding a policy or procedure outlined below, please contact Leadership, Service, and Civic Engagement at [email protected] .

University Administration has authority to manage the policies within this document and to take action based on them, together with other University policies and all applicable law. Registered student organizations must adhere to the policies outlined below. Unless otherwise denoted hereafter, the use of the term “student organization” shall include sports clubs registered by Recreational Services.

I. Financial Management & Reporting

Student organization funds may not be allocated for purposes prohibited by University policy. Leadership & Engagement, in cooperation with USG and GPSG, and Recreational Services conduct mandatory financial information meetings annually. Each student organization is responsible for having at least one representative present at these mandatory financial information meetings. Student organizations must allow two weeks for most payment processing.

• Chapters affiliated with the Interfraternity Council and Panhellenic Council transact business through an outside bank account and do not transact business through a University account.
• Cash-handling: Student organizations are required to follow all cash-handling policies established by the Student Organization Business Office, Recreational Services, or UI Accounts Payable and Purchasing Departments.
• Equipment Purchases: When equipment purchases are made by any student organization using mandatory Student Activity fees or Recreational Services fees, the acquisitions become University property and/or the University inherits certain risks and obligations. To help protect the University, the student organization, its members, and its adviser, such acquisitions must be consistent with University policy, follow University procurement procedures, and be processed through UI Purchasing. A University department or unit must be willing to assume ownership and take responsibility for maintenance, storage, insurance costs (if any), and appropriate use before funds can be allocated to a registered student organization and before the acquisition can be made. The University department or unit assuming responsibility must process a requisition for these items through UI Purchasing.
• Equipment items with a cost of $5,000 or more that are placed on the University’s inventory (must have a full-time faculty or staff person designated as custodian, must attach capital asset tag);
• Printing and copying jobs done outside the University (must be done through UI Printing Services)
• Ordering or printing goods with a design that references the University of Iowa (must order from a licensed vendor and obtain UI Licensing approval)
• Personal items or services
• Alcohol/firearms/ammunition
• Telephones (other than University campus phone service)
• Radioactive or hazardous materials
• Wagers or gambling of any sort
• Other equipment or services identified by the Office of Risk Management, Insurance & Loss Prevention that have liability exposure. When a question exists regarding liability exposure, the registered student organization or the college/department/unit should contact the Office of Risk Management.
• Tax Exemption Status: Student organizations are exempt from paying sales tax on the gross receipts from goods and services rendered in fulfilling its purpose as an educational institution when utilizing University-based forms of payment (i.e., procurement cards, vouchers, etc.).
• Check Voucher: Student organizations must pay a vendor with a check when the vendor does not accept credit cards, or the total purchase exceeds $5,000. Authorized signers, as listed in the University of Iowa student organization platform, must first complete, sign, and submit a check voucher. Checks are printed by UI Accounts Payable and may be obtained by a member of the student organization or the University can mail it to the vendor.
• Individual Services Voucher: Student organizations must pay an individual for services (a speaker, performer, student worker, referee, etc.) by completing an appropriate contract (signed by the payee and the appropriate University administrator) and an individual services voucher. Payment will not be processed without completing both the appropriate contract and individual services voucher.
• Credit Card Payments: Student organizations may request to use a Student Organization Business Office (SOBO) credit card (for most routine purchases under $5000). Sport Clubs must see the Financial Management & Reporting Supplemental Guide for Sport Club credit card use. Student organizations must complete a Credit Card Request form and all expenses incurred will be charged to the student organization’s account. Credit Card Request forms must be completed, signed, and submitted to SOBO 24 hours prior to picking up a credit card.
• Monies benefiting student organizations: Student organizations are not able to offer tax-deductibility to individuals and/or businesses when collecting donations, contributions, and/or sponsorships. Accordingly, when student organizations undertake fundraising projects, they need to inform potential contributors that the donor contributions will not be tax deductible.
• Student organizations must provide proof that organization membership voted to approve the contribution/donation to the benefitting agency. Submit meeting minutes to SOBO or Recreational Services that document the approval and complete all appropriate process through Leadership & Engagement. Once the processes are complete, the organization must submit a completed and signed check voucher.
• Receiving Online Payment: Student organizations utilizing online registration through which a financial transaction is occurring that will benefit the student organization must utilize the University approved vendor for online payment.

II. Funding Resources

Registered student organizations are guaranteed an equal opportunity to apply for funds from mandatory Student Activity fees (i.e., for student organizations) or Recreational Services fees (i.e., for sports clubs) or for any other benefit conferred by the Undergraduate Student Government (USG) or Graduate and Professional Student Government (GPSG) or their constituent bodies, without differentiation for reasons that violate the University Policy on Human Rights or inhibit the group’s exercise of First Amendment rights of free expression and association. Nothing in this section shall be construed to create or guarantee any expectation of the receipt of funding or other benefits from USG and/or GPSG and/or Recreational Services by any student organization or to prohibit the individual consideration of the program merits of funding or other proposals submitted by such student organizations.

• Student organizations must follow all University cash-handling policies as established by the Student Organization Business Office, Recreational Services, or UI Accounts Payable and Purchasing Departments. Money received by the student organization may not be converted to private use and must be deposited in the organization’s account.
• In-kind sponsorship: Student organizations may request and receive contributions (e.g., coupons, gift cards, food, venue rental) from businesses to benefit the organization’s activities. Federal financial aid regulations require the University account for all aid, including gift cards provided to students, if the student is a recipient of need-based financial aid. If the recipient of the gift card receives financial aid from the UI Office of Student Financial Aid, this action may impact the amount of financial aid the student receives.
• Monetary sponsorship: Student organizations may request and receive monetary contributions from businesses to benefit the organization’s activities.
• In-kind sponsorship: Student organizations may request and receive contributions (e.g., coupons, gift cards, food, venue rental) from UI colleges/departments/units or other student organizations to benefit the organization’s activities. Federal financial aid regulations require the University account for all aid, including gift cards provided to students, if the student is a recipient of need-based financial aid. If the recipient of the gift card receives financial aid from the UI Office of Student Financial Aid, this action may impact the amount of financial aid the student receives.
• Monetary sponsorship: Student organizations may request and receive monetary contributions from UI colleges/departments/units or student organizations to benefit the organization’s activities.
• Sponsorship of external vendor for profit: University policy permits student organizations to sponsor for profit businesses, the University regulates the time, place, and frequency of these opportunities. An off-campus enterprise whose items or services are being marketed by a student organization may be required to indemnify the University and provide adequate insurance well in advance of the event as a precondition of the approval.
• Raffles: A raffle is a form of gambling and raffle sales will be taxed. Student organizations must complete and sign the gambling license application form and submit to Student Organization Business Office (SOBO) for approval, in addition to completing all processes associated with the event. If approved, a copy of the gambling license must be obtained at the SOBO and displayed at any location where raffle tickets are being sold, and at the time the winner is announced. Student organizations must use a secure cash box (available for rent from the Student Organization Business Office). Gambling other than raffles is prohibited. Additional requirements are included on the gambling license application form and must be followed to receive approval.
• Event/Tournament/Program Admission: Student organizations are allowed to charge admission to events/tournaments/programs. Admission revenues collected are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
• Event/Tournament/Program Registration: Event/Tournament/Program Registration: Student organizations are allowed to charge registration fees to events/tournaments/programs. Registration revenues collected are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
• Merchandise: Student organizations are allowed to sell items for profit outside of their membership. Merchandise sales are taxable and receipts must be submitted to the Student Organization Business Office or Recreational Services.
• Dues: Student organizations are allowed to collect dues or membership fees from members.
• Date/People Auctions
• Events that purposefully destroy property, such as a car smash
• Balloon/Lantern Releases
• Tailgates and events with alcohol at venues that do not have their own liquor license
• Events that purposefully waste food (i.e. food-eating contests and pie-in-the-face events)

III. Programs/Events/Tournaments

Student organizations may participate alone or with others in planning, promoting, financing, executing, and evaluating a program/event/tournament, hereafter referred to as event. An event is considered to be sponsored by a student organization when organization members are notified in a regular or special meeting or by a special announcement or posting, or when the financial responsibility is met by the organization, or when specific plans or arrangements are made to conduct an event. Absence of members at an event does not relieve the organization from responsibility as a sponsor. However, presence of members of a student organization at an event does not automatically qualify that organization as a sponsor unless the organization itself took part in planning, announcing, discussing, financing, or executing the event.

Student organizations sponsoring events must have a balance on hand in its student organization account to cover the costs of the program, including facility rental, Student Organization Business Office charges, speaker’s fee, advertising, and other expenses, or adequate funds must be deposited with the organization by an underwriter, which funds cannot be repaid until all costs and expenses incurred by the organization in presenting the event have been satisfied. No advertising or publicizing of any commercial product or trade name shall be permitted without prior approval.

• Conditions: In determining the reasonableness of the time, place, and manner of the planned event or activity Leadership & Engagement, Recreational Services, IMU Event Services, and Facilities Management, Space Planning & Utilization shall consider whether the proposed activity conflicts with regularly scheduled University activities or other scheduled events in the area. Other reasonable time, place, and manner conditions may be imposed as a precondition of conducting the activity (e.g., an applicant may be asked for information regarding the anticipated number of participants and spectators, the adequacy of arrangements for crowd control, parking, and sanitary facilities).
• No event request shall be denied unless the applicant is apprised of the reasons for the denial. In the case of a denial, an immediate appeal shall be afforded by the vice president or their designee.
• Reservations for space with a rental fee, Hubbard Park, Kautz Plaza/Pentacrest (if spending money), hosting a speaker, blood drives, tournaments, bake sales, rallies, showing or playing copyrighted material (movies), or charging admission/collecting funds, or any other reservation deemed as required by Ce Leadership & Engagement, Recreational Services, or IMU Event Services.
• Student organizations must initiate an event submission form through the University of Iowa student organization platform (Engage). The form is designed to engage key campus partners in the review and support of all student organization events. The submitting student representative is responsible for engaging with the form throughout the process, responding to inquiries and requests for additional information as needed. information as needed. Completed forms, accompanied by any necessary payments, must be submitted before an event will be confirmed. Event submissions should be initiated four weeks before the event date and two (2) weeks before any organizational meetings. Organizations hosting events in a General Assignment Classroom are required to complete and submit an event request through the University of Iowa student organization platform (Engage)
• Charges: Student organizations that are permitted to use available University space and facilities may be charged an amount commensurate with the expense incurred by the University in making the facility available.
• Cash transactions are not permitted in General Assignment Classrooms.
• Food is not permitted in General Assignment Classrooms.
• Policies regarding Pentacrest use (University Operations Manual)
• Policies regarding other outdoor space use (University Operations Manual)
• Waiver & Release Forms: Student organizations may be required to work with the Office of Risk Management, Insurance, & Loss Prevention to assess the need for and develop a waiver and release form for certain types of events (e.g., physical activities, travel).
• Insurance: Student organizations may be required to work with the Office of Risk Management, Insurance, & Loss Prevention to assess the need for and potentially purchase special event insurance for organization-sponsored events (e.g., inflatables, races, competitions).
• Bake Sales: Student organizations are permitted to conduct bakes sales in the IMU, Recreational Services facilities, or academic colleges at specified areas or on Hubbard Park. All regulations set by the Johnson County Department of Public Health and IMU/Recreational Services/academic colleges must be strictly followed. Organizations must complete all required processes including but not limited to submitting an event request through the University of Iowa student organization
• Race Events: Student organizations are permitted to plan and host competitive and non-competitive race events (e.g., fun-runs; timed walk, run, wheel races) to raise awareness and/or funds for charity. Student organizations must meet with and receive approval from the appropriate staff in Leadership & Engagement. Event forms are required to be submitted through the University of Iowa student organization platform for all race events.
• Registration of Programs to which Admission is Charged and/or Donations are Accepted: Student organizations may sponsor entertainment, tournaments, or lecture programs to which a general admission fee is charged provided such programs are registered with Leadership and Engagement or Recreational Services at least two weeks in advance. No contracts or other financial commitments may be made by the sponsoring student organization until registration is completed. When admission is charged or donations are accepted at an event held on campus, the Student Organization Business Office or Recreational Services must approve the method to collect the money. The persons interested in obtaining the Student Organization Business Office fee schedule should contact the Student Organization Business Office. Student organizations must make all financial arrangements with the Student Organization Business Office or Recreational Services.
• In the event the speaker or the issues are controversial, Leadership & Engagement, Recreational Services, or college/department/unit may require the sponsoring student organization to 1) obtain a tenured member of the faculty to chair the program or 2) provide for the speaker to be subjected to questions from the audience at some time during the program. For more information see University Operations Manual section V-28.
• Political Activities in Residence Halls: University Housing & Dining offers politicians and political organizations access to residence hall students on a limited basis. A politician or political organization is defined as: candidates for public office, candidates running for University of Iowa Student Government (USG), political organizations (both student and non-student) campaigning for election or campaigning on behalf of issues on the public ballot, or organizations that are sponsoring a political event.
• Student Government: Candidates for student government positions must follow election rules as established in the Student Elections Code.
• Tabling: Information tables may be reserved by a student organization to disseminate information, or to collect funds or other support (e.g., signatures, supplies) from persons outside its membership. Tables may be reserved in the IMU, Recreational Services facilities, or some colleges/departments/units. An Event Information Form may be required, and all reservation policies must be followed, for all table reservations in the IMU and Recreational Services facilities.
• Alcohol (Refer to Section VII below)
• Events that purposefully waste food (i.e. food eating contests and pie-in-the-face events)

IV. Publicity & Marketing

• Printing: Student organizations are prohibited from using student organization funds to purchase or obtain printing or copying services from vendors external to the University. Reimbursement to student organization members, who may have paid for external printing or copying services on behalf of the student organization, is prohibited.
• Design Approval/Licensing: All printed design orders must be approved by Leadership & Engagement or Recreational Services before any orders can be placed. Approval from University of Iowa’s Trademark Licensing Office is required if the design includes use of any University of Iowa trademarks, logos, or indicia. Please refer to the Student Organization Licensing Policy for complete information.
• All student organizations are responsible for complying with the University’s policy regarding “Acceptable Use of Technology Resources” located at http://opsmanual.uiowa.edu/
• Chalking is limited to: the use of water-soluble chalk (sidewalk chalk). The use of markers, paints, oil-based products, nonsoluble products, and spray chalks is prohibited.
• Chalking is permitted only on: horizontal (flat) sidewalks that are open to the elements (i.e., sidewalk that is not covered by a roof or overhang).
• Chalking is prohibited on all vertical surfaces and all non-sidewalk surfaces, both inside and outside, including benches, buildings, bus stops, bridges, columns, fountains, monuments, newsstands, overhangs, planters, poles, roads, rocks, signs, statues, stairs/steps, trash receptacles, trees, walls, and windows.
• areas outside health care facilities, including stand-alone facilities and mixed-use facilities that are embedded within another facility;
• veterinary medicine facilities;
• any facility or outdoor area used by the University’s athletics program or teams, including the following: all athletic and multi-use facilities (Duane Banks Field [baseball], Ashton Cross Country Course, Grant Field [field hockey], Pearl Field [softball], Kenyon Football Practice Facility, Kretzmeyer Track, Carver-Hawkeye Arena, Finkbine Golf Course, Recreation Building, Indoor Practice Facility, Field House, Campus Recreation and Wellness Center, Hawkeye Tennis and Recreation Center, and other outdoor and indoor practice facilities and playing fields); and
• any other outdoor areas where access is restricted to a majority of the campus community.
• Overwriting, erasing, defacing, or altering existing chalking is prohibited by anyone other than the person or organization who did the chalking, except that University facility and grounds personnel will clean and wash sidewalks, plazas, and other outdoor areas in the course of their usual and ordinary campus maintenance activities.
• Chalking that violates any federal or state law or any other University of Iowa policy is prohibited.
• Commercial solicitation, advertising and sales, including through chalking, are not permitted on campus except as explicitly permitted by IAC (681)13.15.
• Posting: Student organizations that wish to post on campus bulletin boards and Cambus, must adhere to the policies established by the respective facility or college/department/unit regarding the posting of materials on campus. Student organizations are responsible for contacting the appropriate facility staff or college/department/unit for applicable policies.
• Mass Email: Student organizations wishing to send a mass e-mail to members of the UI community must obtain permission from the vice president. Student organizations may send two mass e-mails per semester through the University mass e-mail system.
• Digital Signage: Student organizations that wish to post on campus digital signage (electronic displays) must adhere to the policies established by the respective facilities or colleges/departments/units regarding the posting of digital signage. Student organizations are responsible for contacting the appropriate facility staff or college/department/unit for applicable policies.
• Tabling: See section III.I
• Distribution of Fliers, Handbills, and Leaflets: Student organizations are allowed to distribute information to publicize an upcoming event that the organization is sponsoring that will be open to all students. Spontaneous distribution of materials does not require approval as long as it is not disruptive, does not interfere with scheduled University activities, or violates any University policy.

Student organizations must submit an event form through the University of Iowa student organization platform to a request for travel for reasons that are consistent with the organization’s/University’s mission and purpose, individual/organizational leadership and development, or to participate in programs that contribute to the University’s strategic priority of student success.

• Approved uses: Requests for vehicle usage from UI Fleet Services will only be approved for travel to a national or regional conference, or national or regional academic or athletic competition.
• Processes: Student organizations must complete and submit appropriate paperwork to the Student Organization Business Office or Recreational Services.
• Training: Student organization leaders must complete necessary training as required by UI Fleet Services.
• Related Costs: Student organizations are responsible for costs associated with vehicle rental.
• Cambus Rental: Student organizations may request to rent a Cambus vehicle and driver services for a student organization sponsored activity or event. Student organizations are responsible for costs associated with the rental.
• Guns/Weapons/Ammunition
• Bottled gases
• Individuals not approved to travel by Leadership & Engagement or Recreational Services
• Charter Buses: Student organizations may hire a professional charter service to provide transportation service for a sponsored event. Student organizations must follow University policy regarding contracts. See section below.
• Use of Personal Vehicles: In the event vehicles are not available from UI Fleet Services for approved purposes, student organizations may allow use of privately owned or rental vehicles for the above purposes with prior written authorization (the University may require proof of insurance). Rental fees, mileage, or other expenses incurred by individuals or organizations in violation of this policy are not an allowable University travel expense and will not be reimbursed. (From Ops Manual 19)
• Use of 3 rd Party Travel Agency: Student organizations may hire an external travel agency to provide planning services for an approved, organization trip. Student organizations must follow University policy regarding contracts. See section below.
• Lodging: Student organizations must follow all Student Organization Business Office or Recreational Services processes for reserving and paying for hotel accommodations for approved student organization travel.
• International Travel with the Exception of Canada: Student organizations are not allowed to plan, sponsor, or coordinate trips that occur outside of the continental United States.
• Discounts for Individuals Planning Trips: No student organization member(s) may receive discount benefits for providing event coordination or sale of travel packages, which are not made available to all travel participants.

VI. Contracts & Agreements

Student organizations and student organization members are not allowed to sign or enter into contracts or binding agreements on behalf of the student organization or the University. Contracts exist to outline expectations and responsibilities of the involved parties, and are not limited to arrangements involving payment for services. Event forms are required to be submitted through the University of Iowa student organization platform for all student organization events involving contracts.

• Agency or Business issued
• Service Agency Agreement: student organizations are required to follow the policies outlined by the Office of Risk Management, Insurance, and Loss Prevention when establishing these agreements.

VII. Alcohol

All student organizations must abide by University rules governing possession and consumption of alcoholic beverages. University alcohol regulations are described in Section II (D) of the Policies & Regulations affecting Students. University policy prohibits the use of University funds for the purchase of alcoholic beverages for events on campus or off-campus. In addition, any reference to alcohol in advertising for the activity shall be omitted. In the event that state laws concerning sale, possession, and consumption of alcoholic beverages are not observed during an event sponsored by a student organization, the organization’s registration may be revoked. Event forms are required to be submitted through the University of Iowa student organization platform for all student organization events including alcohol.

• Parameters: All beverage service (alcoholic and non-alcoholic) will be supplied by UI Catering subject to availability of facilities, staff and supplies. Under Iowa State law, the IMU, or any University department or organization, may not accept free alcoholic beverages from an outside source or funds from a distributor. The dispensing and control of alcoholic beverages within the IMU/Recreational Services facilities/academic colleges is the responsibility of UI Catering and IMU Administration with final approval from the vice president. All money collected by the UI Catering from alcohol sales will be deposited in a designated university account. Under no circumstances is a sponsoring organization to receive money collected as a result of alcohol sales.
• Undergraduate Student Organizations with a majority of membership under 21: Are not able to sponsor events with alcoholic beverage service on campus.
• Undergraduate Student Organizations with a majority of membership 21 and over: May be able eligible to request alcoholic beverage service as an amenity to a program held on campus.
• Graduate & Professional: Student organizations whose membership is composed of graduate or professional students over the age of 21 may request alcoholic beverage service as an amenity to a program held on campus.
• The student organization must submit a proposal outlining the rationale as to why the organization is requesting alcoholic beverage service. This proposal must accompany the event forms submitted through the University of Iowa student organization platform and Alcoholic Beverage Service Request Form.
• A request form for alcoholic beverage service must accompany the event forms submitted through the University of Iowa student organization platform and be submitted to the IMU Event Services Office no later than four weeks prior to the scheduled date of the event. If approved, all State, University, and IMU/University Catering policies and procedures related to the sale and service of alcoholic beverages will be observed. Additional information regarding the sale, distribution, and consumption of alcoholic beverages in the IMU and on campus is contained in the IMU Alcohol Beverage Service policy.
• University administration retains the right to require additional precautionary and risk management strategies to events where alcohol is present.
• The student organization must submit a proposal outlining the rationale as to why the organization is requesting alcoholic beverage service. This proposal must accompany the event forms submitted through the University of Iowa student organization platform.
• If the student organization is selecting a theme for the event, it must be an appropriate theme. The event theme should correspond with the values of the organization.
• Venue Facilities Agreement (your contract or agreement with the venue you are using for your event)
• Venue Certificate of Liability Insurance (proof of at least a million dollar insurance policy that verifies that the third party vendor is insured for any instances that may occur).
• Transportation Agreement and Insurance (if providing members and guests with bus services).
• Venue, room or establishment must be rented out exclusively to the sponsoring student organization (otherwise this is considered an OPEN EVENT, which is not allowed.)
• Liquor License

VIII. Hazing

• Hazing is any intentional or unintentional reckless action or situation – with or without consent – that endangers a student or creates risk of injury, mental or physical discomfort, harassment, embarrassment, and/or ridicule – whether on campus or off campus – for the purpose of initiation into, affiliation with, or as a condition for continued membership in any registered student organization at the University of Iowa.
• Acts of hazing include but are not limited to: compulsory alcohol or drug consumption; physical brutality; psychological cruelty; public humiliation; morally degrading activities; forced confinement; creation of excessive fatigue; required removal or destruction of public or private property; or any other activity that endangers the physical, mental, psychological, or academic well-being and/or safety of an individual. Any requirement imposed upon prospective, new, or current members which is not related to the organization's purpose is discouraged and will become the subject of a University investigation once the practice is brought to the attention of Leadership & Engagement/Recreational Services/academic colleges.
• This policy applies to all registered student organizations and their student leaders/members. Some University programs promulgate anti-hazing policies specifically for students participating in their programs. The Department of Athletics enforces a hazing policy, as does the UI Interfraternity Council, Panhellenic Council, Multicultural Greek Council, and National Pan-Hellenic Council. Copies are available at the respective department offices.

Student Organizations

• Registration of Student Organizations
• Discipline of Registered Student Organizations