Travel

How to use Hotels.com

• Instate Travel Instructions
• Out of State Travel Instructions
• Non-Employee Travel Instructions

Instate Travel Instructions

Before your trip:

1. Email the following information to travelbl@indiana.edu (or call Travel Management Services at 812-855-2873):
   • First and last name of the traveler
   • Traveler’s Network ID or Employee ID
   • Traveler’s campus code, i.e. BL for Bloomington campus
   • Traveler’s department name
   • Trip start and end date
   • Destination
   • Account number in which to charge
   • Traveler’s IU Email address (if called in)
   • IU Email address of anyone for whom you want to be notified of the trip number
2. The traveler (and/or arranger) will receive an email containing the trip number.
3. To set up an account select Hotels.com
4. Once your account is established you can use your trip number and departmental account number to reserve your hotel room.
5. Print two copies of the Hotels.com reservation confirmation; one for your records and one to attach to the Instate Reimbursement Request Form (PDF) for per diem purposes.

After your trip:

1. If you are claiming reimbursement for expenses incurred while on business travel, you will need to submit an in-state reimbursement form downloaded from this website.
2. On the reimbursement request form:
   • Write the trip number (contained in the Email from travelbl) in the upper right-hand corner.
   • Write the expenses being claimed
   • Fill out account information
   • Have the traveler and the fiscal officer(s) sign the reimbursement request form.
   • Attach applicable receipts
   • Attach Hotels.com reservation confirmation for per diem purposes
3. Make copies of the documents and mail via campus mail to Travel Management Services.

Out of State Travel Instructions

Before your trip:

1. Fill out the Department Travel Authorization Form (PDF) and fax to Travel Management Services at (812) 855-8866 or mail to Travel Management Services.
2. To set up an account select Hotels.com
3. Once your account is established you can use your department code, request number and departmental account number to make your hotel reservation.
4. Print two copies of the Hotels.com reservation confirmation; one for your records and one to attach to the out-of-state reimbursement request form for per diem purposes.

After your trip:

1. Travel Management Services will mail the reimbursement request form to the traveler three days prior to the return date of the trip.
2. On the reimbursement request form:
   • Write the expenses being claimed.
   • Have the traveler and the fiscal officer(s) sign the reimbursement request form.
   • Attach applicable receipts
   • Attach Hotels.com reservation confirmation for per diem purposes
3. Make copies of the documents and mail via campus mail to Travel Management Services.

Non-Employee Travel Instructions

1. Create a Disbursement Voucher in FIS in the non-employee’s name
2. To set up an account select Hotels.com
3. Once your account is established you can use the non-employee Disbursement Voucher number and departmental account number to make the hotel reservation.