Travel

Travel Form Descriptions

Department Travel Authorization Form (PDF) - Complete this form in order to obtain authorization for your trip and to receive your authorization number. The authorization number is used in charging airfares to Designated Travel Agencies, for prepaid registration and for charged limousine fares. Travelers must complete the Department Travel Authorization form and obtain appropriate signatures from account manager(s) prior to travel. Instate trips typically do not require this authorization unless the traveler is requesting prepayment of expenses.

Disbursement Voucher Payee Certification (PDF) - Non-IU employee travelers who are requesting reimbursement for travel expenses must complete this form to certify that claimed expenses are IU business related and that the traveler has not received reimbursement from any other source.

Exception to Policy Form (PDF) - For any unusual items or circumstances that affect the amount of your reimbursement, a detailed explanation must be submitted on the Exception to Policy Form.

Instate Travel Form (PDF) - In order to be reimbursed for instate travel, travelers must download, print, complete, and submit the instate travel form.

Travel Mileage Record Form (PDF) - The mileage record form is used to claim mileage for multiple destinations. For example, traveling from Bloomington, to Kokomo, to Indianapolis, and back to Bloomington. Another example would include trips within a city from building to building.

Foreign Expense Worksheet (PDF) - Expense incurred during a foreign trip must be submitted on the foreign expense worksheet. The traveler must provide additional information concerning foreign expenses including the name of the country, the total cost, the exchange rate, and the equivalent US dollar amount.

Prepayment Form (PDF) - Complete this form to have a registration payment or one night lodging deposit prepaid by the university. Submit the prepayment form along with an Out-of-State travel authorization and any registration form, lodging invoice, or other documentation you would like to accompany the payment. The travel authorization form only applies to Out-of-State trips. It is not necessary for In-State travel.