Travel Policy – Hotel Lodging in the Des Moines and AmesAreas
The agreement with Heart of America Hotels has been very successful in its first two years and has resulted in significant savings for the Agency. The agreement for 2011-12 will remain the same as last year. For Agency business travel, bothAgency-directed and Professional leave, employees are to stay at one of thethreedesignated hotels in Des Moines or the one designated hotel in Ames(employees will not be eligible for lodging reimbursement at anotherunauthorized hotel, except under extenuating circumstances that would require prior approval from an executive administrator). Overnight stays may be approved for business travel when meetings extend beyond one work day or for evening travel when a one-day meeting begins before 8:30am. Both agreementsprovide a rate of $50.00* per night. The three authorized Des Moineshotels and one authorized Ames hotel are:
Wildwood Lodge (B, F, I, P)
11431 Forest Avenue
Des Moines, IA50325
Toll Free: (800) 728-1223
Local (515) 222-9876
Sleep Inn at Living History Farms(B, I, P)
11211 Hickman Road
Urbandale, IA50322
Toll Free: (877) 233-0333
Local: (515) 270-2424
Comfort Suites Hotel (B, F, I, P)
11167 Hickman Road
Urbandale, IA50322
Toll Free: (800) 395-7675
Local: (515) 276-1126
AmericInn (B, I, P)
2507 SE 16th Street
Ames, IA50010
Toll Free: (800) 634-3444
Local (515) 233-1005
Amenities/Features: B=Complimentary Breakfast, F=fitness room, I=Free Internet Access, P = Indoor Pool
When making hotel arrangements for Agency travel or speaker lodging, employees are to contact the hotel and reportyou are with Grant Wood AEA for a state rate of $50.00. Payment by the staff person will be required if using Professional leave dollars. Charges for Agency-directed or speaker lodging will be direct billed to the Agency and require making arrangements with your secretary to process a computerized purchase order. The purchase order number will be available upon approval of the purchase order request. Employees are to give the purchase order number to the hotel at check in. The final receipt provided by the hotel to employees will reflect both state taxes and hotel tax. Employees are to forward the hotel receipt to the Business Office immediately upon return from their travel.
Staff are encouraged to make room reservations as soon as possible when meeting and travel plans are known. If no rooms are available at the designated hotels for the $50.00 rate, there is a listing of hotels that offer a state rate for State of Iowa employees at (some in the DM/Ames areas will extend those rates to political subdivisions which includes GWAEA). This is an exception to the lodging policy that must be approved by an executive administrator.
Please note: Heart of America Hotelsin Des Moineswill continue to extend this rate directly to GWAEA employees for personal use when “state rate” rooms are available. Just call the hotel and let them know you are a GWAEA employee and eligible for the $50.00* rate. State taxes will apply.
Please provide any feedback regarding your stay (positive experiences and/or concerns) to the Business Office (x6707 or ) so that this information can be considered when reviewing the hotel agreement at year end. If you have questions regarding these procedures, please contact your secretary, supervisor or the Business Office. Thank you.
*Blackout dates include, but are not limited to: Iowa State Fair, August 11-21, 2011; World Pork Expo, June 7-11, 2012; Drake Relays, April 26-28, 2012. More than one person in the room may incur an additional charge.
06/21/11