University Policies
Travel Policies
Contents:
- Authorization for Out-of-State Travel (V-001)
- Reimbursement of Travel Expenditures (V-010)
- Insurance Coverage while on University Travel Status (V-020)
Authorization for Out-of-State Travel (V-001)
POLICY NO. V - 1DATE ISSUED: October 1990
RATIONALE: To provide guidance on requesting authority to travel.
POLICY: Indiana University employee travel is governed by rules and regulations established by the Indiana State Legislature and the State Budget Agency.
DEFINITIONS: A "university traveler" is defined as an employee or student traveling whose travel costs will be reimbursed from university administered funds.
PROCEDURE REFERENCE: Authorization to travel out-of-state on official university business will be obtained by submitting an approved department authorization form at the departmental level for each trip taken outside the State of Indiana. The traveler completes a department authorization form and gets appropriate signatures from Fiscal Officers. Departments will issue department request numbers and will monitor travel authorizations at the department level.
CROSS REFERENCE: For more information, see the Travel Management Services website at www.indiana.edu/~travel for detailed procedures.
RESPONSIBLE ORGANIZATION: Travel Management Services
VOLUME: V - POLICIES RELATED TO TRAVEL
SUBJECT: Authorization for Out-of-State Travel (V-001)
SOURCE: State of Indiana Travel Reimbursement Statutes and Regulations
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Reimbursement of Travel Expenditures (V-010)
POLICY NO. V - 10DATE ISSUED: October 1990
RATIONALE: To provide guidance as to the type of travel related expenses that will be reimbursed from university funds.
POLICY: The cost of travel authorized for official university business will be reimbursed to the university traveler within prescribed limits as indicated below. Official university rates pertaining to various types of expense reimbursements will be published by the Travel Management Services department on the Travel Management Services website at www.indiana.edu/~travel
DEFINITIONS: Lodging and subsistence will be reimbursed from travel to locations beyond a fifty (50) mile radius of the employee's official station or residence, whichever is less. Exceptions for travel within the 50 mile radius will be approved subject to documentation procedures and requirements established by the Travel Management Services department.
Air transportation - commercial aircraft will be reimbursed for the cost of Tourist, Coach or Special Fare class tickets. Exceptions for unavoidable circumstances will be subject to documentation procedures and requirements established by the Travel Management Services department.
Air transportation - privately owned aircraft will be limited to the cost of round trip highway mileage obtained from official highway maps showing the shortest, most widely used travel route and is subject to additional state restrictions as disseminated by the Travel Management Services department.
Ground transportation - rental vehicles will be reimbursed when suitable local transportation is unavailable or when rental is considered more advantageous to the university than the use of a taxi or other local transportation.
Ground transportation - commercial vehicles will be reimbursed for transportation between destination terminal(s) and the site(s) of official university business including the lodging site if different from other official business locations.
Ground transportation - private vehicles reimbursed based on official state highway maps showing the shortest, most widely used travel route. Exceptions will be subject to documentation procedures and requirements established by the Travel Management Services department.
CROSS REFERENCE: Refer to the Travel Management Services website at www.indiana.edu/~travel for detailed procedures.
RESPONSIBLE ORGANIZATION: Travel Management Services
VOLUME: V - POLICIES RELATED TO TRAVEL
SUBJECT: Reimbursement of Travel Expenditures
SOURCE: State of Indiana Travel Reimbursement Statutes and Regulations
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Insurance Coverage while on University Travel Status (V-020)
POLICY NO. V - 20DATE ISSUED: October 1990
RATIONALE: To provide guidance to insurance coverage in force while on travel status.
POLICY: The university does not provide insurance for privately owned vehicles. Accordingly, travelers who use privately owned vehicles on university business must carry insurance on the vehicle being used. By using his/her personal vehicle for university business the traveler assumes this responsibility. The minimum coverage must be as follows:
$50,000 for personal injury to, or death of, one person $100,000 for injury to, or death of, two or more persons in one accident. $25,000 for property damage. The university does provide liability coverage for rental vehicles. This includes comprehensive coverage with no deductible and collision coverage with a $100 deductible. In the event of an accident, the deductible will be the responsibility of the department for whom the driver is employed. The purchase of additional coverage by the university traveler will not be reimbursed.
CROSS REFERENCE: Refer to the Office of Risk Management for detailed procedures.
RESPONSIBLE ORGANIZATION: Travel Management Services
VOLUME: V - POLICIES RELATED TO TRAVEL
SUBJECT: Insurance Coverage while on University Travel Status
SOURCE: State of Indiana Travel Reimbursement Statutes and Regulations
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