ISU Electrical and Computer Engineering: Graduate Student Travel Procedures

Graduate Student Travel Procedures

Research (RAs) and Teaching Assistants (TAs) desiring to leave campus for semester breaks and/or professional travel must seek approval from their major professors prior to leave.

Students are required to submit travel forms to ECpE in advance of the trip. For professional leave or extended personal leave, all assistants should complete the ECpE Travel for Professional or Personal Leave.

Graduate College Travel Policies

Graduate students who take professional development leave are encouraged to complete a Request for Professional Advancement Grant (PAG) form. This form, along with a Justification and an Abstract signed by the major professor, should be submitted to the Main Office, 2215 Coover.

When presenting a paper at a conference, you also need to include a copy of your acceptance notification that indicates the acceptance rate for submitted papers to the conference (how many accepted compared to how many submitted). The Main Office will forward the grant to the Vice Provost for Research and Advanced Studies in 2810 Beardshear Hall.

It is important for graduate students to keep all expense receipts to ensure reimbursements. The Graduate College requires that students submit requests for Professional Advancement Grants two weeks in advance.

Do's and Don'ts

You CAN purchase air tickets from Internet sites.

You CAN'T expect help from ISU travel agencies or staff to get a refund or exchange when purchasing on-line.

You CAN'T purchase your ticket and expect reimbursement from ISU.

If you need to go through a Consolidator for foreign travel, DO get a quote faxed to you, then give the faxed quote to your secretary to work with ISU and an approved travel agent on the rate.

DO save original receipts (including meals, cabs, hotels, etc.) to be turned in for reimbursement.

ISU Travel Policies

Effective July 2002, travelers may choose to use Internet sites instead of ISU contracted travel agencies to purchase air tickets. You may use your personal credit card for the purchase, however, reimbursement will not be made until after the conclusion of the trip.

Travel advances will not be issued to facilitate purchases of air tickets. Documentation of the ticket, such as the Passenger Receipt coupon or a copy of the e-ticket confirmation showing the amount paid, should be attached to the travel expense voucher.

Iowa State University policies and procedures that include travel are located on the ADP website Travel Information. Iowa State University has contracts with the following travel agencies for travel services. Please turn in all original receipts (meals/transportation/hotels) with your travel expense voucher.

STA Travel of Ames, Iowa

Phone 515-296-2326
Fax 515-296-2159
Internet statravel.com
Business Hours Monday - Friday 9:30 a.m. to 5:30 p.m.
Service Fees - $20.00 per transaction (ATR) if ordered by phone, $10 if through STA's Internet site. Another service fee will be charged if the ATR is changed in a way that results in a new ticket being issued another service fee will apply.
Travel Insurance - $? per ticket.

Travel & Transport of Ames, Iowa

Phone 515-292-8182 or 800-747-8182
Fax 515-292-8952
Internet http://www.itn.net/isu
Business Hours Monday - Friday 8:00 a.m. to 5:00 p.m.
Service Fees - $26.50 per transaction (ATR) fee will be charged (multiple tickets are covered by this fee). If the ATR is changed in a way that results in a new ticket being issued another $26.50 fee will apply.
Net transaction fees - For non-commissionable tickets, such as those issued for consolidators, $26 for issue or exchanges, voids and refunds are covered in the transaction fee.
Non-university Business Transaction Fees - $10 - $25 for issue, voids, exchanges and hand-written tickets.
Travel Insurance - $100,000 per ticket.
Airport parking discount - $3.25 per day discounted parking at Keck's is available; ask for details on how to obtain.
Value-Added Services - E-Ticket tracking, travel management reporting, hotel discount programs, rental car discount programs, credit card reconciliation and data management programs with direct on-line viewing, and report formatting, Internet fare quoting and reservation system.