Meetings with only UI employees are limited to actual costs up to the maximum per diem for that city. ); Travel to a University or unit exchange partner; Travel as part of, or in support of, a University research activity; Travel that fulfills a degree requirement (including internships, field studies, service learning, research); Travel that fulfills University contractual agreements; Professional development opportunities promoted by or supported by any University unit (including conference attendance); Travel for which you are acting as a representative of the University; Travel supported by University funding including grant awards, scholarships, informal financial awards and financial aid; and. Details about the insurance can be found at the following: Resources for faculty and staff international travelers: International Programs: Health, safety, and security abroad: Export control: Export controls can arise due to the location of the travel, the people with whom you interact while traveling, the items you take with youor ship for use while abroad, and the nature of the information you take with you, even if you do not intend to share it while abroad. Because it is difficult to know which tickets reflect the actual cost and which ones are reduced, this verification is required on all foreign tickets purchased through non-local travel agencies, and on tickets purchased indirectly from a consolidator through a local agency. University Travel Regulations and Procedures that apply to faculty, staff and students can be found in Section 22 of the UI Operations Manual. Effective August 24, 2022, this policy (formerly V-22.2) has been revised and renumbered. The University of Iowa supports the efforts of our faculty and staff to plan a fulfilling, financially secure retirement. In previous years, Herodotus recipients were honored at an end-of-year public event at which they presented an excerpt from their research (of at least 1,500 words). The Tuition Assistance Program allows eligible staff to apply for financial assistance to help defray the cost of tuition, or certification fees, and encourages career development. Telephone. In order to assure that airline reservations for spouse/companion and/or family members of the university-sponsored traveler will be the same, both agencies will make reservations for and prepare tickets for both at the same time. Travelers may contact these agencies in person, by phone, fax, email, or through the University Travel. 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 sponsorregulations are more restrictive. 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. WebIf you are a person with a disability who requires a reasonable accommodation in order to participate in this program, please contact Dongwang Liu at dongwang-liu@uiowa.edu, (319) 335-1305. International Programs at the University of Iowa supports the right of all individuals to live freely and to live in peace. Receipts. Monitor travel information. Personal travel is excluded. WebRetiree Dental Insurance; Travel Assistance for Retirees; Leaving UI Retiree Insurance; Eligibility, Enrollment, Changes. Students are not permitted to drive motor vehicles (including but not limited to scooters, motorbikes, motorcycles and cars) while participating in education abroad. The traveler could use this site as a means of justifying the use of federal funds for a carrier from the European Union (e.g., Aer Lingus, Air France, British Airways, KLM Royal Dutch Airlines, Lufthansa, Virgin Atlantic) if they could show that there was not a city-pair agreement in effect. Maximum domestic and international daily rates for meals are based on publishedU.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. There are two options available for retirement at the university: Regular Retirement and Phased Retirement. Student DentalInsurance plan provides dentalcoverage. In any of the following circumstances the primary mileage rate may be claimed: 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. To initiate this type of reimbursement, aSpecial CompensationRemote Travel Reimbursementform should be processed through Payroll. The university prohibits university-sponsored student travel to high-risk areas where U.S. DOS has issued a level 4 risk rating and advised Do not travel. University-sponsored student travel is also prohibited to places where the U.S. DOS restricts U.S. Embassy personnel travel. Mileage is limited to the IRS rate for moving expenses; and. However, they deal directly to most local travel agencies. The University, at its sole discretion, may deny approval for international travel. An official airfare quote from a travel agency must be attached to the travel voucher. In affirming its commitment to human dignity, International Programs strongly upholds the values expressed in the United Nations Universal Declaration of Human Rights. An approved Request for Travel Advance form, authorizing the advance amount and verifying funding, must be submitted to the Travel Department in order to obtain a cash travel advance. Agencies will charge appropriately for these services. 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. University of Iowapolicies apply. The policy must provide no less than 30 days notice of cancellation and must include waiver of subrogation for covered claims. University travelers occasionally receive travel reimbursements from third-party sources. We do not recommend flying into other airports such as Des Moines or Moline as they do not have direct ground transportation to Iowa City, or the existing ground transportation 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. WebRetiring from the University. For more detailed information you may contact Wellmark Blue Cross/Blue Shield at toll-free number 800-524-9242 (TTY: 888-781-4262), Monday through Friday from 7:30 a.m. to 5:00 p.m. (Central Time). Units may be asked to demonstrate a financial commitment to offset unrecoverable costs in the event that travel plans must be suspended due to health or safety concerns. Any person authorized to travel at university expense and who intends to use/pilot a personally owned or privately leased aircraft for transportation while on approved university business must meet certain conditions and submit specific information. The cost of the meal must be split among all university employees using the split expense functionality within ProTrav. Provide pre-departure training for international travel program leaders; Provide general pre-departure training for student travelers. Daniel is able to assist with the following on your behalf: COMING UP: 7 AM ET - Wake Up America 9 AM ET - | John The health, safety, and security of University of Iowa travelers is important to our entire community. Effective August 24, 2022, this policy (formerly V-22.3) has been revised andrenumbered. Ticket Consolidators are agencies that purchase tickets in bulk from the airline. Other sources of information include the CDC, the WHO, a private security partner, OSAC constituents operating in the travel destination, foreign authorities and contacts in the intended destination. Itemize by date and explain in the description column whether the charge is for storage or transportation. A detailed list of U.S. flag air carriers and their two letter codeis set forth below: The University of Iowa offers medically based travel assistance through ZURICH TRAVEL ASSIST as a part of its Accidental Death and Dismemberment (AD&D) Insurance coverage. Per diem meal allowance cannot exceed the maximum daily allowance (see h(2) below). 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. Alcohol is not a reimbursable expense. Extended personal travel before or after travel for University purposes; Group travel organized informally among students, without institutional support or administration. You can find out more at the following link Enterprise Vehicles rented for personal use through The Fly America Act was amended by various Open Skies Agreements. Employed Graduate Student Premium Rates. Secure signed approval of the administering unit DEO that demonstrates an understanding of the unit administrative and financial responsibilities of program administration; Provide location and itinerary-specific pre-departure orientation for student travelers that includes consideration of safety risks indicated in the U.S. DOS travel advisory; Ensure completion of student pre-departure requirements; Ensure completion of faculty/staff leader training requirements, where relevant. They do not coordinate benefits. Faculty and staff who travel on university-sponsored travel in violation of this policy may be subject to discipline, up to and including termination, as well as financial consequences. For travel between Chicago and Springfield, meetings should correspond with Amtraks schedule: For Chicago - start after 10:30am; The following services are available throughpreferred travel agencies: Airline reservations, tickets, and exchanges. We condemn all acts of violence based on race, religion, gender identity, sexual orientation, and perceived national or cultural origin. Voyager is designed for people who will be traveling abroad for six months or less. However, the Open Skies Agreements are nullified if there is a city-pair agreement in effect for that city. Individuals who are employed by the university and are traveling on university-related business, whether reimbursed by the university or from other sources; Individuals who are not employed by the university, but are traveling on university-related business and reimbursed by the university; and. WebEmployee Benefits. Learn More Now. 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. 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. Tips. These payments are separate payments from the payroll process. A committee including representation from International Programs, Risk Management and General Counsel reviews new program proposals. WebMost cash advances are direct deposited to your bank account on file. Optional coverage is available at the traveler's expense for accompanying spouse/domestic partner or dependent(s) by completing the dependent enrollment form under the forms section.. If the individual(s) is (are) not a university employee(s), the name and affiliation must be provided. For example, United Airlines has a code of "UA". The Committee advises the appropriate administrator on university-sponsored travel. The university reserves the right to determine what is a reasonable amount. Federally funded "in-country" travel (e.g., Berlin to Munich) must still be on a U.S. flag air carrier if one is available. Claim rail expense in the Transportation column and attach original passenger receipt. International Programs facilitates trip creation in ProTrav for students approved for international travel. University-sponsored travel is defined as university faculty, staff, postdoctoral researchers, medical residents, or graduate assistants who are traveling due to their position as an employee of the university. Travel cash advance checks can be picked up at the Travel Department 5working days prior to the start of the trip. The following processes are followed for student travel programs administered by Study Abroad in International Programs. Travel in violation of this policy. For step-by-step instructions, follow the link below. Obtain approval from International Programs before organizing any international travel for students. Bridge or road tolls are allowable items of expense. Full per diem is allowed on full days of travel. Find out more information about insurance for travelling outside Ukraine. Export Controls can arise due to the location of the travel, the people with whom you interact while traveling, the items you take with you or ship for use while abroad and the nature of the information you take with you, even if you do not intend to share it while abroad. 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. General. International Programs and the Office of the Provost may request input from the University Travel Advisory Committee in this process. WebThe university provides travel insurance for university-sponsored travel to international locations only if the ProTrav trip request is approved in advance of the departure date. University units that are sponsoring student travel without organizing or promoting it must: In addition to the requirements above, International Programs will do the following when University students register international travel plans under the auspices of the University by submitting travel registration forms to International Programs: Students traveling internationally for University purposes are responsible for taking measures to promote their own personal safety and the safety of fellow travelers and the University community. To locations not served by commercial air. In addition, it is highly recommended that you book your international travel through one of our Preferred Agencies. All students, including those self-selecting into international activities not administered or promoted by the University, must meet with an appropriate University faculty or staff member in Study Abroad or in their College prior to confirming and registering travel plans; Verify good academic and disciplinary standing with the University; Register travel with the University of Iowa as described on the International Programs. For example, DeltaAirlines has a code share agreement with KLM Airlines to Amsterdam. Departmental approval in. When savings to the department can be demonstrated (see example below) and time away from work for driving has been appropriately approved. A student who remains in a restricted destination after being directed to depart is in violation of this travel policy even if international insurance coverage remains in effect past the requested departure date. All other University of Iowa units organizing or promoting student travel must also: All University units are considered to be sponsoring student travel when they grant scholarships, credit, the fulfillment of degree requirements or otherwise recognize international travel as educational enhancement. Note: If you and your spouse or domestic partner both work at the University of Iowa and are eligible for UISelect and Dental II, you may benefit from the Double Spouse Credit. 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. International Programs at the University of Iowa supports the right of all individuals to live freely and to live in peace. The traveler must provide an explanation of the extenuating circumstances and original receipts supporting all lodging and meal expenditures. Insurance coverage in the amounts designated below must be maintained. WebInternational Student & Scholar Services. WebThe chart below outlines the administrative fee associated with all programs. For the purposes of ensuring student and faculty safety, it is strongly preferred that student travel abroad programs be administered and organized by International Programs. Student international travelers on university-sponsored student travel must monitor U.S. Department of State travel advisory information for all destinations outside the United States. $1,572. WebThe purchase of travel insurance is not required in order to purchase any other product or service from your travel retailer. Double Spouse: Family. WebHealth insurance options for J-1 scholars who are not paid by the University of Iowa are described in the "Unpaid J-1 Scholar" site. 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. 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. Employee travel expense reimbursement when working at a remote location. Meetings should be planned around the UI Ride schedule whenever possible. Where travel by commercial air is not feasible and/or where significant time savings could be realized by flying charter air. The University of Iowa must prepare its students, faculty and staff to live and learn in a culturally diverse and internationalized environment where cross-cultural understanding and collaboration are the norms. General. Taxable meals. Travel incentive programs. Safety restrictions. Any meal cost over domestic or international limits will be at the traveler's expense. 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. Individual changes are not highlighted. Group/team airfare other than charter air should be purchased through one of the University's preferred travel agencies (see. House Staff Benefits. Original receipts must be Emily Carroll, a third-year chemistry student from West Des Moines, Iowa, studied abroad in Spain on the USAC Valencia program. These are programs organized, sponsored or administered by specific units (e.g., College of Law, College of Medicine, etc. 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. 1111 University Capitol Centre The University of Iowa Iowa City, Iowa 52242-5500 USA Phone: +1 (319) 335.0335 isss@uiowa.edu. All tickets purchased at these agencies are subject to service fees to cover the cost of booking and professional services offered. Best Comprehensive Coverage With Medical Included: Seven Corners. The University of Iowa mandates international health insurance for all UI students traveling abroad for educational purposes, and provides medical and travel insurance coverage for faculty and staff traveling abroad on university business. International insurance card. WebBenefits Forms & Resources Benefit Forms & Resources Forms Find all benefit forms in one place - ACH, FSA forms, Domestic Partner Affidavits, and more. Additional Benefits after Retirement. 319-335-0862 tippie-business@uiowa.edu WebBenefits Employee Benefits Regular Faculty & Staff Benefits Voluntary Benefit Programs Travel Assistance Travel Assistance for Employees Principal Travel Assistance Documentation listing the hotel as the conference site must be attached to the voucher and the appropriate box checked on the voucher. 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. 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. ProTravuniversity travel registry will issue automated notification of the DOS advisory level for the countries that are originally entered into ProTrav when a trip is created. Students and faculty/staff/units are prohibited from engaging in high risk activities excluded from coverage under the mandatory international insurance policy for travel under the auspices of the University of Iowa. The Federal Travel Regulations no longer require that international tickets be "issued" by a U.S. flag air carrier or "printed" on their "ticket stock". Travel WebTravel Insurance Mileage The mileage reimbursement rates effective 1/1/23 are as follows: The rate of .327/mile is applicable if: The trip is more than 100 miles and the traveler Individual changes arenot hghlighted. Passenger travel must be optional. Travel cash advances will be limited to domestic travel over 14 days, all foreign travel, and emergencies. International Programs at the University of Iowa supports the right of all individuals to live freely and to live in peace. WebThrough the generous support of the Stanley-UI Foundation Support Organization, International Travel Awards support international travel for research, creative activity, and active conference participation or other collaborative activity. Units wishing to promote or administer international travel to a location designated Level 3 or higher by U.S. DOS should consider the financial implications of dedicating resources to an endeavor with a higher than average risk of untimely cancellation. Select the option code from the drop-down that corresponds to your coverage choice. Reimbursement may not exceed cost of coach class commercial airfare to the nearest airport and ground transportation to and from business destination. Spouse/companion and/or family travel. The employee must register their travel in advance through the University'sProTravsystem to be covered. 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. This includes, but is not limited to: International travel that is not under the auspices of the University of Iowa or for University purposes is defined as any other travel, including: All University units must obtain approval from International Programs prior to organizing or promoting student travel abroad for University purposes. Travel expense vouchers (TEVs) must be submitted within 120 days of trip end date. Scholars who are already in the U.S. and invite J-2 dependents to join them must add the spouse and/or children to their UI insurance plan within 10 days of their arrival in the U.S. Export control laws apply to academic travelers and failure to comply can have grave consequences including civil and criminal sanctions, including imprisonment. In international locations, faculty and staff are strongly discouraged from driving vehicles with students as passengers. The required receipts should be attached to the travel expense voucher and individually labeled (hotel, meal, taxi, etc.) 319-353-2384. For the most up-to-date travel recommendations and procedures from the university, please visit the UI Travel Website. The FTD maximums can be located at. Iowa City, Iowa 52240, Benefits:319-335-2676Payroll:319-335-2381Administrative Services:319-335-3558, Accessibility notice and website disclaimers, Unpaid J-1 Scholars and J-2 Family Members Benefits, Reviewing Classification and Pay Level Requests, Specified Term Extension and Transfer Guidelines, University Compensation and Classification Contact Us, Employment Categories and Classifications, Merit Supervisory Exempt and Confidential Staff, Merit Probation and Salary Information by Type, Tuition Assistance and Fee Assistance Options, Recruiting, Hiring, and Onboarding New Employees, Work Arrangements and Performance Reviews, Campus Support and Critical Incident Response, UIHC and CCOM Leave and Disability Requests, Immigration Status Classification Summary, Graduate Teaching and Research Assistants (COGS), Staff Nurses and Allied Health Professionals (SEIU), Coping with Loss, Change, and Uncertainty, be registered for 5 or more credit hours each semester. Requests for amounts exceeding the standard $60-20 advance for other special situations will be considered. 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. Tolls. Applications must be submitted at least 30 days prior to the start date of travel. To assist you in accomplishing this goal, see the list below all U.S. flag air carriers and their codes. Benefits: 319-335-2676 Payroll: 319-335-2381 Administrative Services: 319-335-3558 Accessibility notice and website disclaimers Complete your enrollment in MyUI for student insurance. Students going on vacation abroad should not register their travel with the University and are not eligible for Iowa Regents Universities international insurance coverage. Activities excluded from coverage under the employer-provided insurance policy include mountaineering where ropes or guides are normally used; hang gliding; parachuting; bungee jumping; racing by horse, motor vehicle or motorcycle; and parasailing. Travelers are expected to seek standard, reasonable lodging accommodations that are comfortable, convenient, meet the business need, and offer good value. When health or safety considerations require a suspension of international travel, the University will determine an end date for international insurance coverage. Employed gradstudents Authorization. On an airline ticket, boarding pass or passenger receipt, this two digit code is designated just to the left of the flight number. study-abroad@uiowa.edu. Itemize by date and indicate points of travel in the description. Effective March 24, 2023, this policy has been revised. Not all student groups will use the online forms. Traveler's checks. Reimbursement. University of Iowa employees and their families may be eligible for two travel assistance programs based on their participation in the required group life insurance product (offered through Principal) or the accidental death and dismemberment insurance program (offered through Zurich). Students and faculty/staff/units traveling with, sponsoring or promoting student programs abroad must keep the Associate Director for International Health, Safety and Security appraised of any changes to their address and contact information while abroad. Car storage and parking. The university and/or the Board of Regents, State of Iowa,may prohibit or restrict university-sponsored travel when the health, safety, or well-being of the traveler may be endangered. As part of our total rewards package, the university offers mandatory and voluntary retirement options to help you meet your financial goals. Requests for exceptions may be submitted to International Programs. Students are not permitted to drive motor vehicles (including but not limited to scooters, motorbikes, motorcycles, and cars) or ride with faculty or staff while participating in university-sponsored student travel abroad. Students who travel in violation of this policy may be subject to discipline as well as financial and academic consequences. It is best practice to use public transportation or locally hire drivers and vehicles to transport students in international locations, in accordance with transportation recommendations in the country advisory from the U.S. DOS. EffectiveMarch 24, 2023, this policy has been revised. Study Abroad | International Programs - The University of Designated airports are Moline and Des Moines. The University Travel Advisory Committee will review requests for exceptions on a case-by-case basis. You may choose to have premiums deducted from a savings or checking account by completing the ACH Direct Debit form in Enroll or submit proof of coverage during the following open enrollment periods or with a qualifying event in MyUI. Acceptable documentation includes official housing information from conference materials or official verification of the single room rate provided by the hotel, on hotel letterhead. Tel. Public transportation or locally hired drivers and vehicles may be used for student transportation in international locations, in accordance with transportation recommendations in the country advisory from U.S. DOS. Travel cash advances are used to cover miscellaneous expenditures that will be incurred while in travel status (taxi, meals, tips, etc.). University-sponsored student travel is defined as university students who are traveling as part of their university education. University-sponsored travel for in-state, out-of-state and international locations requires authorization from the travelers supervisor or delegate to assure that the travel is approved, in compliance with institutional and federal requirements, and that funds are available when applicable.
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