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Indiana University Travel Newsletter
July 2009
Volume 1, Issue 3
Contact Travel
Email:  travelbl@indiana.edu
Phone:  812-855-9353

Special Announcement: 
If you have not done so already, please sign up for direct deposit for Travel expenses.  This will be requirement for all travel reimbursements with the full implementation of Travel@IU.

Limitation on Travel Reimbursements

It is being considered that upon implementation of Travel@IU, there will be a six month limitation on travel reimbursements.  The traveler would have six months from the return date of the trip to submit reimbursement claims.  If no reimbursement has been requested, once the trip has reached the six month deadline, the system will automatically close out the trip and disencumber the account(s). 
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"Black Out" Credit Card and Other Account Numbers

If you are sending a copy of a credit card statement, personal check, or any other document containing personal account information to Traveler Management Services, please remember to black out the account number prior to sending the information to TRMS.  This is very sensitive data that is susceptible to identity theft.  Don’t let it happen to you!

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Common Travel Reimbursement Mistakes

The following is a list of common mistakes associated with travel reimbursements.  Avoiding these issues will help to ensure that reimbursements are being processed as quickly and efficiently as possible.

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Travel@IU Update

There has been a delay in the release for the new Travel@IU online reimbursement system.  The projected date for the first pilot release is late September or early October.  Please visit the Travel Management Services website for updates.

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TSA Begins Secure Flight Program

The Transportation Security Administration (TSA) has implemented a program known as Secure Flight. The purpose of the program is to enhance the security of domestic and international commercial air travel through the pre-screening of passenger information against federal government watch lists. TSA will begin collecting the traveler's full name (including middle name), gender, and date of birth from travel agencies and airlines. IU travelers and arrangers should be prepared to adjust to the change.
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Orbitz for Business Profile Updates

Due to a new TSA initiative, Orbitz for Business has updated their site to capture more detailed traveler information.  As of July 1, 2009, travelers and arrangers are able to add the traveler's middle name (or initial), gender, and date of birth to their existing profile information.  The name entered in the Orbitz for business profile must match the traveler's government issued identification, such as a driver's license.  Travelers are strongly encouraged to log in to their profile and update this information.   
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New Encumbrance Rates

Beginning July 9, 2009, the encumbrance rates changed for domestic and foreign trips. 
See the new rates »

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Directions to the Indianapolis International Airport

For your convenience, the Indianapolis International Airport provides easy-to-use directions

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