Travel

Management Services



Rental Car Discounts

The University requires that you obtain the least expensive practical vehicle. Please remember to refuel your rental car prior to its return and save the gas receipts for reimbursement. Refueling rates charged by the rental agency are extremely expensive. One way or drop off charges can be reimbursed but since these add significantly to travel costs they should be avoided whenever possible.

Enterprise Rent-A-Car & National Car Rental are IU's Preferred Suppliers

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The Big Ten has a preferred agreement with Enterprise holdings, which includes the Enterprise Rent-A-Car and the National Car Rental brands. Benefits for using a preferred supplier include but are not limited to the following:

  • Discounted Rates
  • Unlimited daily/weekly mileage. Some exceptions may apply, including monthly and one-way rentals.
  • Loss/Collision Damage Waiver coverage and liability coverage included on business rentals at no additional charge. Exceptions may apply with international rentals.

Rates and Program Summary

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Eligible Renters

For Business Use: University employees, consultants and contractors. Students on university business with written authorization from the university.

For Non-Business Use: Employees, immediate family members of employees (residing in same household), Students age 21 and older, Alumni Organizations, Student Organizations or Clubs, Intramural Organizations or Clubs, IU Retirees.


See the Big Ten Car Rental Rates and Program Summary here.

Reservations

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For online Reservations for business and personal please use: Enterprise/National Car Rental Booking

NOTE: Effective August 1, 2018, personal use rentals in the US will no longer include damage waiver and third party liability coverage.

Enterprise Campus Rental Program

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When traveling for IU business, IU travelers (faculty, staff and students) can charge their rental car expense to an IU account rather than personally incurring the expense to be reimbursed after the trip using the Enterprise Campus Rental program.

In addition to the reservations details, the following information will need to be provided on the reservation link in order to bill the expense to an IU:

  • The traveler's IU Employee ID number
  • Billing Number: 17113781

If personal time is involved during business travel, the traveler will need to charge the rental car expense to a personal credit card and then submit receipts to be reimbursed after their trip. The traveler will be reimbursed for the business portion of the travel expense. See the Reservations section above to book an online reservation using the IU Big Ten contract.

Click here to schedule your Enterprise Campus Rental reservations.

Enterprise charges that are direct billed to an IU account will appear in the traveler's E-Wallet within the Chrome River Travel and Expense system. Once the charge appears in the E-Wallet, it will need to be added to the traveler's expense report, submitted and approved in order to charge the expense to the department account. This can be done as soon as the charge becomes available within the E-Wallet or when an expense report is submitted for reimbursement.

See the tutorial video on adding the prepaid/direct billed expense onto the traveler's expense report here.

IU Motor Pool - Fleet Services

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Fleet Services at Indiana University Bloomington - Formerly IU Motor Pool - provides safe, reliable, and cost-effective vehicles for university transportation needs. Fleet Services is located at 801 N Range Road in Bloomington. See their website for additional information.

Approved Drivers

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University policy requires that, as a condition for driving any vehicle on university business, drivers will give Indiana University authorization to conduct a Motor Vehicle Record (MVR) check and provide all information needed for conducting the check. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.

Before driving for any trip, complete the Authorization Form for Motor Vehicle Records Check, found on IU's Office of Insurance, Loss Control & Claims website.

Limousines and Shuttles

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Please note: Travel to and from the Indianapolis Airport is the only circumstance where a limousine service is regularly approved. Requesting a private limousine and the additional costs associated with a private service is not compensated by IU.

Classic Touch
  • Bloomington: (812) 339-7269
  • Indianapolis: (317) 244-4444
  • Indianapolis rates are $50 each way including gratuity from IUPUI campus to the Indianapolis airport. These rates are only applicable if the charge is direct billed to IU.
  • Current IU approved rates are $67 one way and $122 round trip for a shared ride. These rates are only applicable if the charge is direct billed to IU. Please note: Classic Touch rates include gratuity.
  • Make reservations by phone or by email to reservations@carteblanchelimo.com. When making reservations, you will need to provide the traveler's Trip ID number (for IU faculty, staff or student travelers) or a Disbursement Voucher number (for non-employee travelers). The department account number is also required.
  • A 10% discount on standard rates is offered to IU faculty and staff for personal travel.
  • At the airport: Follow the signs to the Ground Transportation Center located across from Baggage Claim. The Classic Touch booth is to the left across from Hertz Car Rental. Check in with Classic Touch by notifying the booth attendant or by picking up the white courtesy phone.
  • If a passenger is delayed or misses a flight, contact Classic Touch at 1-800-319-0082 to reschedule and avoid cancellation fees.

Embarque (formerly Carey Limousine)

Carey/Embarque is discontinuing the shared-ride limo service for transportation between the Indianapolis airport and downtown Indianapolis/IUPUI campus locations effective July 15, 2015. After July 15th, travelers will pay out of pocket and be reimbursed for limo services provided by Carey/Embarque. IU will no longer have a direct bill relationship with this vendor.

Please note that the maximum allowances for reimbursement for airport limo transportation are as follows:

Approved rates (gratuity included):

  • IUPUI campus to Indianapolis Airport: $30 one-way
  • IUB campus to Indianapolis Airport: $67 one-way or $122 round trip

For information regarding additional limousine vendors that offer shared ride services for airport transportation, please visit the Travel Management Services website here.

Questions can be directed to travelbl@indiana.edu.


Go Express Travel
  • Contact Go Express Travel by phone at (812) 332-6004 or (800) 589-6004.
  • Current IU approved rates for shared sedan service from Bloomington to the Indianapolis airport are $72 one way and $144 round trip. Please note: these rates include gratuity.
  • Go Express Travel also offers an airport shuttle service from Bloomington to the Indianapolis airport at a cost of $20 each way. Tickets for the shuttle can be purchased online at www.bloomingtonshuttle.com or at ticket kiosks at each pickup locations. Call Go Express Travel for a list of locations.
  • Go Express Travel operates the Campus Commute shuttle service for travel between the IU Bloomington and IUPUI campuses. This intercampus shuttle will make four trips from each campus Monday through Friday. For more information regarding schedules, amenities, FAQ's, pickup and drop off locations, etc. see the Campus Commute website at http://www.campuscommute.com/. It is recommended that you purchase a single ticket (two for round trip) as needed using the coupon code for IU business travel, which is available to IU Faculty and Staff here. Using the coupon code gives you the same discounted price per ticket as purchasing the ride card, but allows for immediate reimbursement.

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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu