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Multistate Travel Fund & Committee Support Policy

December 7, 2022

Policy

Are you traveling to a meeting?

Contact: Janet Brodie, jtbrodie@iastate.edu, 294-0875

In CALS, the Ag Experiment Station offers reimbursement, up to $1,000, for approved travel expenses for faculty whose salary is supported by the Ag Experiment Station and who are official representatives or Administrative Advisors on a Hatch Multistate project. Support is restricted to one official meeting annually. The associated IOW0 annual project reporting must be current before the travel support request can be granted.

  1. Travel cannot be authorized until the meeting is officially posted to NIMSS.
    • It's easy to verify if a meeting has been officially posted:
      • Go to NIMSS
      • Type in your committee number (e.g., NC1198) in the search field; select "Search"
      • Select "View"
      • Select "Meetings"
      • Select "View Meeting Authorization."
        Contact the project's administrative advisor if you do not find a "View Meeting Authorization" tab and believe the meeting has been called.
      • If someone other than the CALS official representative or the meeting administrative advisor is requesting travel support, contact Associate Dean Dr. Carolyn Lawrence-Dill, triffid@iastate.edu (CC: Janet Brodie, jtbrodie@iastate.edu, and aes_research@iastate.edu on the email.)  There are options available, and it begins with an email inquiry.
  2. Contact Janet Brodie, jtbrodie@iastate.edu, for the travel worktag.  She will confirm that the IOW0 project reporting is current (support is unavailable if reporting is past due.) If you are unsure about the status of the project reporting and would like to check, please email aes_research@iastate.edu.
    • Include the local IOW0 (e.g., IOW05591) and the multistate project number (e.g., NC1177).
    • Include the official posted meeting date, location, and NIMSS link, e.g., https://www.nimss.org/projects/18588.
      • All expenditures must be allowable and appropriate and have an ISU business purpose that complies with USDA (Uniform Guidance regarding travel costs (e-CFR, section 200.474)), Iowa Board of Regents, and ISU spending policies.
      • Janet will notify you of the status of your support request. Expenses charged to the worktag before the travel dates are not allowed.

Are you hosting a committee meeting?

Contact: Janet Brodie, jtbrodie@iastate.edu, 294-0875

In CALS, the Ag Experiment Station offers reimbursement, up to $1,000, for hosting a Hatch Multistate meeting for faculty whose salary is supported by the Ag Experiment Station and who are official representatives or Administrative Advisors on a Hatch Multistate project. Support is restricted to one official meeting annually. Reporting must be current if the Multistate project has an associated IOW0 project before the meeting support request can be granted.

  1. Before the meeting:
    • Develop a preliminary budget.
      • Consider implementing a registration fee if the budget indicates a shortfall.  ISU Extension and Outreach Registration Services web page outline the process to assist you with taking credit card payments.  (This is the only service available for registrations and meetings.)
    • Email the preliminary budget to Associate Dean Dr. Carolyn Lawrence-Dill, triffid@iastate.edu (CC: Janet Brodie, jtbrodie@iastate.edu, and aes_research@iastate.edu on the email.)
  2. If the meeting support request is granted, please notify your department's administrative assistant(s) that you have received approval to charge up to $1,000 of approved meeting expenses on the worktag provided.

We appreciate faculty representing Iowa State University and the Iowa Agriculture and Home Economics Experiment Station on multistate committees. We are pleased to be able to offer funding to help defray the cost of attending/hosting official Multistate Committee meetings called by administrative advisors.