Travel
FAQ's - General Travel Questions
- How do I get to the Travel@IU System?
- What happened to the UITS Self-Serve Travel System?
- Can someone arrange trips for me?
- What can I do in the IU Travel System
- What kind of turn-around time can we expect for request approval?
- How do I book an airline ticket?
- Are Expedia rates better than the rates I can get through public travel sites?
- My plans changed after I bought a ticket. How do I change it?
- How much can I spend on a flight?
- Are there restrictions regarding which airlines I can choose?
- My flight cost estimation was too low. What should I do?
- Will I be charged a transaction fee for a cancelled trip?
- Will IU pay for internet access at the airport?
- Is there a preferred booking site?
- Do I need an account for Hotels.com?
- How much can I spend on lodging?
- Will IU pay the Internet Access fee at my hotel?
- Can I use Hotels.com IU account for my personal travel?
- Can I have my own room, or do I need to share?
- Can I use the IU Hotel Program and still get the rate offered through the conference I am attending?
- I have a friend in the city where I'm going. Can I stay with my friend instead of a hotel?
- What size car can I get?
- How do I reserve a vehicle?
- Should I get the insurance they offer?
- Do I have to buy gas?
- What time can I pick up a rental car?
- Can I take a limousine to the airport?
- Do I need receipts for busses and subways?
- Does IU reimburse for each meal or are meals reimbursed with a per deim?
- What do I do with my flight credits?
- Can I extend my trip to include personal days?
- My conference gets over late in the day. Are there IU rules about how far in advance I can travel to the conference, or how long after I can return?
- What is an IU Travel Credit Card?
Travel@IU System Questions
Flight Reservation Questions
Hotel Reservation Questions
Ground Transporation Questions
Meals
Other Questions
- How do I get to the Travel@IU System?
- What ahppened to the UITS Self-Serve Travel System
- Can someone arrange trips for me?
- What can be done in the IU Travel System?
- Travel Authorization ID Requests - Before an arranger or traveler can make travel arrangements, he/she must request for a Travel Authorization ID by selecting Create a New Trip. Fill out all the required information and submit for approval. Trip ID requests will route to the sub-account manager and then to a UITS fiscal officer for approval. To check the status of your requests, go to View My Trips and click on Approved Authorization/Prepayment. Open up Request Prepayment which shows the trip ID number. This number is required when you make travel arrangements on Orbitz, hotels.com, Enterprise, or when requesting limousine service. (See pages 8-11 of the Training Guide).
- Prepayment Request - During the process of requesting a Trip Authorization ID, you have the option to simultaneously request a Prepayment for conference/registration fees, lodging deposit and travel advance (for international and student group travel only). Fill out the section Trip and Prepayment Detail. Upon submission, the request will route to the sub-account manager, UITS fiscal officer, and Travel Management for approval
Print the prepayment confirmation and mail to Travel Management along with the registration confirmation/receipt.
You may view the status of your request by opening up Prepayment Request on the View My Trips page (See pages 4-5 of the Training Guide). - In State Reimbursement Request - Start by going to Create a New Trip and select the In State button. For trips between campuses, you may fill out the trip origin and destination only and the system will automatically calculate the maileage. If you prefer to enter the actual maileage, you may do so. In both cases, SAVE and you must click the EDIT button mext to the destination to repopulate the mileage/amount.
Be aware that if you enter less mileage, the system will pay you as you have submitted. But if you enter more mileage, the system will automatically correct it and pay you the lesser amount.
You may also submit a multi-trip and multi-destination In Stete Reimubrsement. This request will require a mileage record.
http://www.indiana.edu/~travel/pdf/travel_mileage_record.pdf
List all the trips that you have taken. Follow the process above and select "OTHER" from the reimbursement choices. Leave the Total Amount as $0.00 and enter 1 for the Number of Receipts (referring to the mileage recorder). Save and Route for approval. A cover sheet will be generated and should be mailed to the address provided along with all original receipts for the expenses you are claiming. - Out of State Reimbursement - Start by going to View My Trips and click on Reimbursement Request for the specific trip you would like to receive reimbursement. Fill out the required information such as the actual cost of expenses you want to claim. The system will ask you to enter all the expenses and the number of receipts that will accompany this request. In the envent that you need to submit an Exception to Policy for a Lost Receipt or Out of Policy Expense, provide an explanation in the Exception to Policy field. Review the cost summary provided, then Save and Route for approval. A cover sheet will be generated and along with all your receipts mail these to the address provided. Please retain a copy of all receipts. (See pages 12-14 of the Training Guide).
Notes: Travel Management requires a proof of lodging to calculate per diem. Always submit a hotel reservation confirmation or a hotel receipt regardless of whether the bill was paid by you or IU. Internet Charges on hotel receipts should be claimed under Others, not Lodging. Bike Rental may be reimbursed provided a justification/exception to policy is included in the request. Otherwise, you have to submit a Supplement Request for whatever unpaid claims you have made. - Supplement Request - Go to View My Trips and select the Request Supplement button next to the trip for which you wish to receive the supplement. Add the specific expense and follow the same process as in the Reimbursement requests above. Back
- What kind of turn-around time can we expect for request approval?
- How do I book an airline ticket?
- Are Expedia rates better rates than I can get through public travel sites?
- My plans changed after I bought a ticket, how do I change it?
- How much can I spend on a flight?
- Are there restrictions about what airline I can use?
- I estimated the cost of my flight too low, what should I do?
- Will I be charged a transaction fee for a canceled trip?
- Will IU pay for Internet Access at the airport?
- Is there a preferred booking site?
- Do I need an account for Hotels.com?
- How much can I spend on lodging ?
- Will IU pay the Internet Access fee at my hotel?
- Can I use Hotels.com IU account for my personal travel?
- Can I have my own room, or do I need to share?
- Can I use the IU Hotel Program and still get the rate offered through the conference I am attending?
- I have a friend in the city where I'm going. Can I stay with my friend instead of a hotel?
- What size car can I get?
- How do I reserve a vehicle?
- Should I get the insurance they offer?
- Do I have to buy gas?
- What time can I pick up a rental car?
- Can I take a limousine to the airport?
- Do I need receipts for busses and subways?
- Does IU reimburse for each meal or are meals reimbursed with a per diem?
- What do I do with my flight credits?
- Can I extend my trip to include personal days?
- My conference gets over late in the day. Are there IU rules about how far in advance I can travel to the conference, or how long after I can return?
- What is an IU Travel Credit Card?
Travel@IU System Questions
All UITS staff now have access to the IU Travel System via OneStart by selecting the Services tab and clicking the Travel@IU link.
You may also click on the following link: https://onestart.iu.edu/my2-prd/portal/134677
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The UITS Self-Serve Travel System was discontinued January 21,2010. Except for the Non-Employee Trip Request, all travel requests will now be processed in the Travel@IU system. This includes Trip Authorization ID, Trip Reimbursements (in state and out of state), Prepayment, and Supplement requests.
Due to these procedure changes, old paper reimbursement requests received at the WCC Reception Desk and the Finance Office will be returned to the traveler by campus mail. Back
A traveler may have one or more arrangers. Before an arranger can submit a travel request on behalf of a traveler, the arranger must request to add a new traveler by selecting Add a New Traveler in the Travel@IU system. After the arranger adds a traveler, the traveler must approve the arranger in his/her Workflow/Action List for Pending Authorization. Also, the traveler may designate the level of approval for the arranger. The traveler may choose to approve requests or receive an FYI only before routing on to the next level. (See page 28-33 of the Training Guide). Back
Travel@IU will give travelers and/or their arrangers the ability to initiate the following travel requests which may be accessed via OneStart:
Once the request routes to all levels of approval, you will receive an e-mail notification. Go to View My Trips and view or take action on any request you have submitted. You will see various options such as "Approved Authorization/Prepayment", "Request Reimbursement/Supplement". Always check your View My Trips for the latest status of your requests. Back
Flight Reservation Questions
First of all, you have to submit a trip request via the UITS Self Serve System. (http://www.indiana.edu/~uitsfin/travel.html).
The request requires information such as dates, destination and the purpose of the trip. You also need to provide the account and sub-acct numbers your trip will be charged to. You have to submit reasonable cost estimates for Airfare, Lodging, Conference Fees and other related expenses. The request will route for approval to your manager and then to the Finance Office. The approval will generate a Trip Authorization Number which you need to reference when making arrangements for your trip.
You should also create an account on Orbitz for Business (https://www.orbitzforbusiness.net). Making arrangements with designated travel providers such as Orbitz and Hotel.com eliminate the use of your personal credit card as both agencies will bill/invoice the IU account. Back
Substantial cost savings accrue to the University when travelers make their bookings through Designated Travel Agencies. Although this is preferred, you may make travel arrangements with any other travel providers. The advantage of the former is that it direct bills IU and you don’t have to use your personal credit card or request for reimbursement for the same. In cases when the price range is so varied, we require that you print 2 or 3 price options and submit these along with your reimbursement request. We rely on your sound judgment to pick the most reasonable one. Back
If you made your reservation with Orbitz, contact them immediately to make the necessary changes. You may request to apply the cost of the ticket to future trip. Like other providers, Orbitz will not refund any unused tickets unless you bought a refundable ticket to start with. A minimal fee will be charged for changes made. Back
IU approves economy (coach) class and will only reimburse for that type of fare. In some cases, an Exception to Policy ( Exception to Policy form link here) will be made for out-of–range air fare. The basic rationale underlying all University travel regulations is toincur the lowest practical travel expense while completing the travel process in an efficient and timely manner. Back
Travelers are expected to take advantage of preferred carrier agreements with Delta and Northwest. For foreign travels on a Contract and Grants account, the use of US-carrier is required. Back
You don’t have to do anything. Estimates don’t affect the actual amounts of the expenses. It provides your manager an idea on how much the trip costs and used as a tool for the next year’s budget. Back
Travelers are expected to take advantage of preferred carrier agreements ( Delta and Northwest) when making decisions regarding flights. Penalties, which apply to changes and cancellations of non-refundable tickets, are reimbursed if the change is made for business, rather than for personal reasons. Otherwise, a minimal fee will be charged. Back
IU will pay for Internet Access at the airport. Like all other expenses, provide an original receipt when requesting for reimbursement. Back
Hotel Reservation Questions
In an effort to better serve its employees, the University has teamed with Hotels.com 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 Hotels.com 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. Back
Yes, you should sign up with Hotel.com. It is convenient and easy and allows you to charge your reservation to our new IU Hotel Credit Card. You no longer need to use your personal credit card. Once you have signed up, you need to fill out a Department Travel Authorization form and submit it to Travel Management Services either via campus mail to Poplars 120, BL or by fax to 812.855.8866. You will need an Account #, Department Code and Request # to book your reservation. Back
Hotel rates vary due to several factors ( big or small city, peak or lean season). Again, the basic rationale underlying all University travel regulations is to incur the lowest practical travel expense while completing the travel process in an efficient and timely manner. We have the duty to exercise care to avoid impropriety. University administered funds should never be used for personal gain. Back
Yes. When filling out your reimbursement request, specify the amount under “Other Expenses”, not with Lodging. Back
Yes but you will need to charge your personal credit card. Back
Yes, you may have your own room. Charges must be for the single room rate. If you shared the room with an IU employee and paid the total charge, please reference both reimbursements forms with the original receipt attached to the reimbursement claiming the charge and a copy of the lodging receipt attached to the reimbursement of the other traveler so they may be reimbursed for per diem. Lodging claims are paid for room rate and applicable taxes only . Back
Currently, Hotel.com does not offer the rate you get through the conference. However, we advise you to check the rate offered through the IU Hotel Program since they often may be equal to or less than the conference rate. Back
If the traveler stayed w/family or friends, complete the exception to policy form, with dates of stay, name of individual, address, and telephone number with whom the traveler stayed. Back
Ground Transportation Questions
The University requires that you obtain the most economical and practical model appropriate for your travel vehicle. Take advantage of IU Preferred car vendors such as Enterprise and National. Avoid high refueling costs charged by the rental agency by refueling prior to returning the vehicle and avoid one way or drop off charges whenever possible. Back
All reservations must be made through the University’s travel website (www.indiana.edu/~travel). You will be issued a “Trip #” and be directed to the Enterprise Rent-A-Car website. You will then have to select if your trip is going to originate in Indiana or outside Indiana. Once on the Enterprise Rent-A-Car website you can select at which location you wish to rent, your dates and times of travel, and the size of the vehicle needed. All reservations are made under the name of the individual that will actually be picking up the rental vehicle. Back
IU travelers are covered by the University's insurance while on business travel. Additional insurance is not needed (not reimbursable) except for travel in Mexico, Ireland and Puerto Rico. Full Collision Damage Waiver and Supplemental Liability Protection coverage are included in the rates for business rentals. Do not take out any additional insurance coverage. Back
All car rental businesses expect you to return the vehicle with the same amount of fuel it had when you pick up the rental. Back
If you need to leave for a trip prior to our office opening in the morning you are allowed to pick up the rental vehicle the night before your trip. If you pick your vehicle up between the hours of 4:00 pm until close of business we will not start the rental charges until your trip begins the following morning. We refer to this service feature as a “Jump Start” as we are starting the rental charges at a time later than we you take possession of the rental vehicle.
For example: A traveler wants a vehicle at 4:00am on a Tuesday morning. This traveler may pick up the rental on Monday evening between 5:00 pm and 6:00 pm and we will not begin the rental charges until 5:00 am the following morning.
If you need to return a rental vehicle after our office is closed, there is a drop box for the keys. Most Enterprise Rent-A-Car offices have drop boxes for this particular need. DO NOT lock the keys in the vehicle as we only carry one set of keys per vehicle. Back
Travel to and from the Indianapolis Airport is the only circumstance where a limousine service is regularly approved. Giving the limousine service an account number, department code and the department's request number (or the non-employee FIS number) is all that is required by the department to initiate payment. It is appropriate to include a $10 tip (this will cover the tip for roundtrip), the tip can be added to the amount that will be charged to the account. If the tip is going to be added to the department's bill, be sure to inform the traveler. Requesting a private limousine and the additional costs associated with a private service is not compensated by IU.
Classic Touch : (812) 339-7269. Current rates are $61 one way and $109 round trip (Classic Touch rates include gratuity). Back
To facilitate fast reimbursement, IU Travel Management requires the original receipt for all travel expenses. This includes taxi, shuttle, busses, subways, valet/long term parking, toll, luggage check-in and other trip related expenses. Back
Meals
Travelers whose trip is longer than 12 hours in duration are entitled to per diem (an amount provided for food allowance). The amount a traveler can expect to receive is based on the time and location (city, state) of the trip. To claim per diem, the traveler must provide departure and return times. Also, indicate the number of conference-provided meals taken by the traveler. Rates are determined and adjusted yearly by the government. For more information visit Per diem Rates and Guidelines. Back
Other Questions
IU will not reimburse you for any travel expenses paid by your personal flight credits. Back
The dates of travel should reflect the entire time of travel including any personal business dates such as vacation (regardless if the personal time was before, during or after). Personal days should be either taken before or after the trip but not on both times. If personal time was involved in the itinerary, check yes in the appropriate box and supply the specific dates that were spent on non-IU business. Back
Business travelers are allowed a maximum of two full days of paid travel time to and from their official business location – one day before and one day after. Back
A corporate credit card allows you to keep business expenses separate from personal expenditures. For those who travel a great deal, having a separate record for business expenses can be helpful for maintaining personal finances, as well as for submitting accurate and complete travel reimbursement requests following a trip. If you obtain a corporate credit card, you are responsible for paying your bill each month including interest and late fees. IU will reimburse you for any covered travel expenses incurred.
Applications must be completed and submitted online ( American Express )
Login: Indiana
Password: Travel
The completed application will be verified and approved by Travel Management Staff prior to being processed by American Express. Please allow two weeks from the time the application is submitted to Travel Management Services for delivery. Back
