Update to State Travel Policy: Reimbursements Must be Submitted Within 90 Days of Travel

The Idaho State Board of Examiners recently approved changes to the State Travel Policy that take effect on July 1, 2026. Because state policy supersedes University policy, ISU must follow these new requirements.

Effective July 1, 2026, travel expenses submitted more than 90 calendar days after travel is completed will not be reimbursed unless exceptional circumstances exist and written approval is granted. Travelers are encouraged to submit expense reports and reconcile travel card transactions as soon as possible following travel.

In addition, the use of short-term rental properties, such as Airbnb or Vrbo, for official university travel now requires prior written approval. Travelers should obtain approval before making reservations for these accommodations. Account directors will give approval for short-term rental properties. It will be done in emburse using the travel pre-authorization. 

This is a change from ISU's current practice. Previously, travel expenses could still be processed up to 180 days after a trip, although they became subject to payroll taxation after 60 days. Under the new state requirements, expenses submitted after 90 days will no longer be reimbursable.

This also applies to travel card transactions. If travel card charges are not reconciled within 90 days of completing a trip, the traveler must reimburse the University for those charges.

Read the full State of Idaho Travel Policy.pdf

For questions, please call (208) 282-2594 or email travel@isu.edu.