Travel
Trip Reimbursement
In State Reimbursement Request - Start by going to CREATE A 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 mileage. If you prefer to enter the actual mileage, you may do so and the system will calculate the corresponding amount. Either click the REFRESH or EDIT button to repopulate the mileage box. Be aware that if you enter less mileage, the system will pay 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 State Reimbursement. 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 on the Number of Receipts (referring to the mileage recorder). Save and Route for approval. A cover sheet will be generated. This should be mailed to Travel Management in Poplars 120 or to the address provided by the cover sheet. Please retain a copy of all receipts. (See page 12-14 of the Training Guide).
Out of State Reimbursement - Start by going to VIEW MY TRIPS and click on REIMBURSEMENT REQUEST for that specific trip you are requesting for. 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 event 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 the receipts. (See page 12 - 14 on the training guide).
Supplement Request - Go to VIEW MY TRIPS and select the REQUEST SUPPLEMENT button next to the trip you are requesting supplement for. ADD the specific expense and follow the same process as the Reimbursement Request above.
