To: Grant Wood AEA Staff by nHyoND3


									Travel Policy – Hotel Lodging in the Des Moines and Ames Areas
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, both Agency-directed and Professional leave, employees are to stay at one of the three designated
hotels in Des Moines or the one designated hotel in Ames (employees will not be eligible for lodging reimbursement
at another unauthorized 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 agreements provide a rate of
$50.00* per night. The three authorized Des Moines hotels and one authorized Ames hotel are:

Wildwood Lodge (B, F, I, P)                                         Comfort Suites Hotel (B, F, I, P)
11431 Forest Avenue                                                 11167 Hickman Road
Des Moines, IA 50325                                                Urbandale, IA 50322
Toll Free: (800) 728-1223                                           Toll Free: (800) 395-7675
Local (515) 222-9876                                                Local: (515) 276-1126         
DesMoines/index.html                                                Moines/index.html

Sleep Inn at Living History Farms (B, I, P)                         AmericInn (B, I, P)
11211 Hickman Road                                                  2507 SE 16th Street
Urbandale, IA 50322                                                 Ames, IA 50010
Toll Free: (877) 233-0333                                           Toll Free: (800) 634-3444
Local: (515) 270-2424                                               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
report you 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

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 Hotels in Des Moines will 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.

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