Making Plans to Travel? Here’s what you need to know!

Whether you are a frequent flyer, going on your first trip with an Iowa State University business purpose, or just haven’t traveled in a while, we want to make planning for your trip as easy as possible by providing the resources you need to plan for your upcoming trip! 

The Before You Go Travel Checklist on the Procurement Services Travel Page includes a list of questions to help you think through your domestic travel plans, provides the resources to guide you in making those plans, and includes an additional checklist specifically for international travel.

All available contracts for travel related services are also listed on the Procurement Services Travel Page with links to the individual contract pages containing information on how to do business with that particular supplier.

As you review the list below, you will note that some new contracts may have been added and that some our previous contracts have changed since the last time you were planning for a trip!  The current contracts for travel related services include:

  • Airfare
    • Booking through our preferred travel partner Corporate Travel Planners (CTP).
    • Other options include booking directly through the airline’s website. 
      Using any 3rd party vendor, ex: Expedia, Kayak, Travelocity, Priceline, etc., is not allowable on a T&H Card.
  • Car Rental (Business)
    • Enterprise/National
      Iowa State University has been issued a new Corporate ID that is available for use through the updated Enterprise/National portal linked above!
      All of the negotiated discounted rates and provisions for Iowa State University Business Travel are only available through the new updated Enterprise/National portal.  Please discontinue use of the previous Iowa State University Corporate ID as it will no longer provide you with the negotiated rates or additional provisions included in the Iowa State University contract.
  • Lodging
    • AirBnB for Work
    • Booking directly through the hotel. 
      Using any other 3rd party vendor, ex: AirBnB, VRBO, etc., is not allowable on a T&H Card.
    • Gateway Hotel and Conference Center
      Iowa State University has a master agreement in place with Gateway Hotel and Conference Center for room rates, event spaces and rooms, food and beverage, and audiovisual requirements for conferences and events hosted by Iowa State. 

Due to the master agreement in place with the Gateway Hotel and Conference Center a department/unit can contact the Gateway directly with event dates and details, sign the event sheet provided by the Gateway confirming that the department/unit agrees to the event details, cancellation fees, and room attrition provisions of the master agreement, and return the signed event sheet to the Gateway to confirm the event.

If the event sheet provided by the Gateway shows a total cost that is within a T&H Cardholder’s limit, a T&H Card can be used for the purchase.  If the event sheet shows a total cost beyond the T&H Cardholder’s limit the department/unit should use the event sheet as the quote and submit a non-catalog requisition for the event.

We also have an agreement with Gateway for individual hotel room rates for Iowa State guest stays that we pay for interviewees, guest speakers, trainers, etc.

Department can contact the Gateway with stay date(s) and details and ask for the ISU Cardinal Club rate which falls within Iowa State’s per diem lodging rates. A travel and hospitality (T&H) card should be used for these guest hotel rooms.

The Gateway Hotel and Conference Center has verified their Human Trafficking Prevention Certification and is compliant with the Iowa Law.

 

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