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Indiana University Travel Newsletter

In This Issue

May 2012
Volume 3, Issue 1

All Campuses 

Travel Management Services Relocation

Due to a number of changes on the Bloomington campus, Travel Management Services has moved offices. The team is still housed in the IUB Poplars building, but has moved from the first floor to the sixth, where they now occupy room 613.

Any receipts or other documentation should be sent to Travel Management Services, Poplars 613, or to the address listed on your Trip Coversheet. Mail sent to the previous address will be automatically forwarded, though using the correct address in the future will expedite deliveries. All phone and fax numbers associated with Travel Management Services have remained the same, as has the travel email helpdesk: travelbl@indiana.edu.

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Send Your Receipts, Keep Your Sensitive Data

While travelers are required to submit original receipts with their reimbursement requests, it’s critical that these receipts don’t include any sensitive data about the traveler or the university. Access to stored receipts and electronic receipt images is restricted to select university personnel, but it is still vital to redact all sensitive data prior to submission.

Credit card numbers are a common example of sensitive data, often found on hotel or car rental receipts. The full numbers are typically obscured on the original receipts, but the whole account number may occasionally appear. In such cases, be sure to black-out the number prior to sending in your receipts.

A full list of critical data, which should always be blacked out on any receipt, can be found on IU’s data management site.

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IU Wants You to Travel Safe

Remember, safetravel@iu.edu is available to answer your travel safety questions. Emails to this address are reviewed by IU’s Public Safety & Institutional Assurance office and routed to the appropriate department for prompt assistance. Feel free to send any travel safety questions that are on your mind.

And don’t forget to visit IU’s Travel Safety site for important travel safety tips and helpful resources.

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Track Your Travel@IU Trips

Waiting for a reimbursement or an approved Trip ID number? Visit the Notifications tab in OneStart to find the current status of any travel request, including contact names for each pending approver.

The Document Search tool, accessed from the Notifications menu, can be used to track any document routed through IU’s WorkFlow system, including Travel@IU trip documents. Simply enter the Document ID, displayed in the header and on the confirmation page of every trip document, and click search. Alternatively, use the Initiator field to retrieve all pending documents for an individual traveler or arranger.

OneStart Screenshot with Steps

Click the route log icon in the results list to see the current status of any given document. The log provides a clear summary of the document’s routing structure, including the names of pending approvers who may be able to help expedite processing.

Remember, reimbursement requests will not advance beyond the Travel Management Services route level until all required receipts have been received and scanned.

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When Hotels.Com Reservations Are Not Prepaid

While most Hotels.com properties can charge reservations directly to IU accounts, certain listings, known as GDS hotels, cannot. For added flexibility, GDS hotels still appear in search results and can be reserved through the IU Hotels.com portal with no down payment. However, upon arrival, the traveler will be required to pay the full hotel charge and seek reimbursement after the trip.

To avoid this inconvenience, be sure to select hotels that appear on the results pages above the GDS disclaimer shown in the image below. For large cities, the first several pages of results are typically direct billable, with a subset of GDS hotels appearing near the end of the results, often on the final page.

Searches for an individual hotel name or brand may yield only GDS hotels. In such cases, this disclaimer will appear at the top of the initial results page.

Travel Reservation Tip

Please visit the Hotel Online Reservations page of the TMS website to learn more about the features and limitations of the IU Hotels.com program.

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Travel Leaders New Emergency Service Rates

Travel Leaders, an IU partnered travel agency, has recently increased their After-Hours Emergency Service fees. The service, which provides global travel assistance outside of regular business hours, now costs twenty dollars per call, or thirty dollars for VIP Level calls. The fees are billed directly to your IU account along with the associated travel expenses, unless a personal credit card is used to make the reservation.

The After Hours toll free number is listed on every Travel Leaders itinerary, providing access to immediate assistance for travelers on the road. The number is also available for sudden travel arrangements that can’t wait until the next business day, though IU travelers are strongly encouraged to make their travel reservations as early as possible to secure the best rates.

If you have questions, please contact Travel Leaders at 260-434-6600 or 1-800-346-8907, or visit the Designated Travel Agencies page of the TMS website to view a full list of IU’s travel partners.

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Club Quarters Offers Prime Rooms and Meeting Space

Club Quarters is a full service hotel concept offering member exclusive lodging and corporate meeting space at fifteen coveted locations in America and London.

Through IU’s membership, faculty and staff are able to reserve reasonably priced rooms, including high tech amenities and club like services, for business or personal travel. See the Complete Rate List (PDF) for pricing and location details.

Visit the Discounts page of the TMS website for complete program information.

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What Can Orbitz Do for You?

IU’s Orbitz for Business program provides a convenient, versatile, and cost effective means to complete airfare reservations with nothing but an IU account and Trip ID number (or DV number for non-employees).

Through a recent user survey, however, TMS has learned that many IU travelers and arrangers are not aware of the full benefits provided to IU by this partnership. To help correct this gap, a list of the most helpful but little-known Orbitz features is provided below. Please take a moment to review the list and ensure your department is leveraging the full savings and convenience that Orbitz for Business affords.

Note: If you receive an invitation to participate in the Orbitz For Business Customer Survey, please take a moment to respond. Your feedback will help to evaluate the effectiveness of our Orbitz contract and identify further opportunities for improved training and communications.

Lowest fares are guaranteed on Orbitz

Orbitz uses powerful technology to provide members with the lowest available fare options. In fact, they guarantee you’ll get the lowest fare.

If you find a lower fare on another site on the same day you create a booking, return to the Orbitz for Business My Trips page and click Low Fare Promise at the bottom of your itinerary. If the information you provide can be verified, Orbitz will match the lower fare and reward you $50 for your effort.

Customized Convenience

Orbitz offers freedom and flexibility to IU travelers, including the ability to:

  • Create leg-by-leg custom bookings through the online search tool.
  • Save traveler preferences that are automatically applied to future flights when possible.
  • Stay informed with real-time flight statuses through the Traveler Update feature.

And it’s all available on the go by visiting m.orbitzforbusiness.net on your mobile device.

Change your Plans, Keep your Money

Need to cancel or change a trip? Simply click the Change/ Cancel Airline Ticket link on your My Trips page. You can alter any leg of your trip as needed, or cancel the entire flight and retain the funds for future Orbitz use. Just be sure to cancel your airline reservation before the first scheduled leg departs. Cancelation fees may apply.

Click the Redeem Ticket Value link in the My Trips section to check or apply the value of cancelled tickets currently in your account.

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Travel Management Services
Email: travelbl@indiana.edu
Phone: 812-855-9353

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