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Prepaid Hotel Expenses

In an effort to better serve its employees, the university has teamed with to offer travelers a convenient, cost-effective means of booking hotel reservations. You no longer have to personally incur hotel expenses and request reimbursement after your trip. By using for university business travel, you can charge hotel expenses to an IU departmental account using a trip number for in-state travel, department code and request number for out-of-state travel or a Disbursement Voucher number for non-employee travel. Click on the following link for a detailed list of instructions:

How to use

Charges for hotel expense will appear in the Prepaid by IU section of the trip in Travel@IU. Please keep in mind that if personal time is involved during your business travel, you will need to charge your hotel expense to a personal credit card and be reimbursed after your trip.

If reservations must be canceled, it is the responsibility of the traveler and the fiscal officer to make sure that the cancellation is made in advance so that “no show” charges will not be incurred.

Lodging Expenses paid by IU Travelers


Travelers have the option to pay for their own lodging expense; however they must wait until after their trip to seek reimbursement.

Fiscal officers are responsible for ensuring that business travelers make every effort to secure corporate or government rates where available. If it is determined that such effort was not made, the traveler may not be eligible for the full reimbursement amount. The traveler should use the US Bank Corporate Card or personal credit cards when hotel deposits are required.

Note: If a deposit is required so far ahead of time that a credit card bill will arrive before reimbursement has been made, a one-night deposit can be paid directly to the hotel. To request a check payment for one-night lodging deposit, fill in the required details in the "prepayment" section of the Travel@IU trip document. For instructions on setting up a prepayment, view the Out-of-State Authorization Tutorial. Documentation from the hotel (showing the deposit amount) must be submitted to Travel Management Services via email to, faxed to 812-855-8866, or sent through campus mail to Travel Management Services, Poplars 613, Bloomington campus.

Note: The deposit needs to be arranged with the hotel prior to making the one-night lodging deposit request through Travel@IU. Travel Management Services does not make hotel reservations on behalf of travelers.

If the traveler shared a room with an IU employee and paid the total charge, please reference both trip numbers on the reimbursement forms with the original receipt attached to the reimbursement of the person who paid the expense and a copy of the lodging receipt attached to the reimbursement of the other traveler so they may be reimbursed for per diem.

If reservations must be canceled, it is the responsibility of the traveler and the fiscal officer to make sure the cancellation is made in advance so that “no show” charges will not be incurred.

Hotel Notes:

  • Reservations can be made and charged through the IU program but the use of this program is not required.
  • If the traveler chooses to pay for their own lodging expense, they must personally incur the expense and request a reimbursement upon their return from the trip.
  • Keep original (itemized) receipt for reimbursement.
  • When making reservations, travelers should compare the contract/corporate rates with special weekend, promotional or conference rates to determine the lowest rate. The rate available using on-line booking should also be reviewed.
  • Most properties will extend their rates for personal as well as business travel.
  • Be sure to provide the appropriate booking code/ID number (below) when making reservations and be prepared to show identification at check in.

Discounts Available to IU Employees and Students


Discounts are determined by hotel at each location.

Company Discount # Contact
Best Western ID #00308980 (800) 528-1234
Club Quarters Indiana University Club Quarters IU Info
Oakwood Indiana University Oakwood IU info
Radisson ID #WHP-11941 - 5% discount (800) 333-3333
Ramada ID #908922 (800) 228-2828
Super 8 Motels ID #8000002054 - 10% or more off corporate rates & special in-state rates (800) 800-8000

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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866