Faculty Travel Procedures

Before Trip: Tips on completing travel authorization form
Charging your flight directly to an IU account
Charging an airport limo directly to an IU account – Limo Reservation Form
Charging a hotel directly to an IU account
Charging conference registration fee to an IU account
While Traveling
After Trip

Before Trip

For travel, you have the option of charging your ticket or hotel directly to an IU account (see below), or you may elect to buy the ticket yourself and be reimbursed.

In any case, please ask the faculty secretary for a Travel Authorization form several weeks before your trip. When she gives you the form, the secretary will assign a request number to your trip.

Tips on completing the departmental Travel Authorization form:

Net ID: This is your IU network ID, generally your e-mail user name.

Purpose: Please be specific, indicating the type of research being conducted and why you need to travel to do it, or indicating the name of the conference (no acronyms, please).

Account: Each faculty member receives an annual allotment of funds from the departmental account. You can also list your faculty research account. A separate account number will be entered by the faculty secretary if you specify that you have received a departmental research grant for this trip.

Account limit: We advise that you put a dollar limit on expenditure from research accounts to avoid having a large amount of money encumbered (frozen).

Name of conference: Since this space is small, you can write “see above” if you have written the full name of the conference in the Purpose section.

Preparer’s name/phone: Please put your name and phone number so that Travel Management can contact you in case of questions.

Signatures: Please be sure to sign as the applicant. Although the form indicates the account manager signature is required, we require the fiscal officer’s signature instead. The fiscal officer will make sure there are sufficient funds in the account.

If you would like to charge your flight ticket directly to an IU account:

By phone:

Once you have obtained your authorization form and travel request number, call one of the designated travel agencies: http://www.iub.edu/~travel/designatedTravelAgency.html.

Give the agent your Department Code and your request number. Specify the account number(s) and any dollar limits for the charges (see above).

Fill in the appropriate information on your authorization form (including Purpose, Name of conference, Dates of conference and your signature) and return the form to the faculty secretary.

Through the internet:

In order to book your flight through the Expedia Corporate website, you must first register for an Expedia Corporate account. To do so, go to http://www.iub.edu/~travel/Expedia.html and click on “register for a new account.” Under “Company Settings” select the Bloomington campus and the department FRIT. When you have the account, you can either book the flight yourself or ask the faculty secretary to do it for you.

Obtain a travel authorization form from the faculty secretary and fill it out completely. If you would like to book the flight yourself, you can then proceed to do so. At the end of this process, you will be asked for your Request Number. Enter FRIT + the request number noted on your authorization form. Then enter the account number to which you are charging the ticket. Be sure that the amount you are allowed to spend from that specific account is at least as much as the price of the ticket.

If you would like the faculty secretary to book your flight, tell her precisely when you would like to travel and whether you have any seat preferences. She will then choose the least expensive itinerary and send it to you via email for your approval. Once you have approved the itinerary, she will proceed to book the ticket. If there are any discrepancies between your account limit and the price of the ticket, she will discuss your options with you.

If you would like to book a limo to take you to the airport:

Faculty can reserve airport transportation through Classic Touch Limousine in order to travel to the Indianapolis airport. You will receive a discounted price from Classic Touch if you charge the limo directly to an IU account (either your research account, or the departmental account for individual travel allowances). Charging the transportation directly to an IU account also eliminates the need to address this cost during the reimbursement request phase.

There are several options to do this:

To book the limousine yourself by phone:

Open the form for Classic Touch from the Travel area of our FRIT website. You can also pick up a paper copy of this form from the faculty secretary.This form contains all of the information you will need to provide to Classic Touch.
Use the same travel number as provided on the Travel Authorization form for your trip. If you have not yet completed this form, see the faculty secretary.

Call Classic Touch at 339-7269. Please make sure to make this reservation at least 2 days in advance. When you call Classic Touch, please tell them that you will be billing this directly to an IU account – it will save you a lot of time on the phone.

After you have booked the reservation, please return the completed Classic Touch form to the faculty secretary (either the paper copy we provided you, or the one you printed out from our departmental website).

To book the reservation yourself through the Internet:

Go to the Classic Touch website: http://www.classictouchlimo.com.

Go to Reservations.

Choose Corporate Reservations.

When completing the online form:

Section 1

Fill in trip date and pick-up time.

Note: If you are making reservations for round-trip transportation, you will need to complete the form once for the trip to the airport, submit that form, and then complete it a second time for the trip from the airport home.

For shared rides, the pick-up time will be 3 hours before the trip time.

You do not need to worry about duration.

The customer number is 3 (this will pull up all of the necessary information for IU).

No passenger number.

Vehicle type: Shared Ride ~ you must choose this option in order to book the trip directly to an IU account. Deviation from this will require faxed approval from Travel Management Services.

Complete the number of passengers, which should be 1, and fill in your name and email address. You do not need a purchase order number. If you are travelling with someone else, you should each make reservations separately to bill the appropriate account (or pay privately).

Section 2 (Pick-up Information)

Put either your home address or the airport.

If you are being picked up from the airport, you must include your flight time and flight number.

Section 3 (Destination)

Put either airport or your home address.

If you are going to the airport, you must include your flight time and flight number.

Section 4 (Payment): Leave this section completely blank.

Section 5 (Special Instructions): There are 3 required pieces of information in this section:

The travel number (from the travel authorization form).

The department code (FRIT).

The account number – either your research account number, the departmental account number (if you are using the $300 travel allowance), or another account number if you are using outside funds that you have been awarded.

To have the faculty secretary book it for you:

Complete the Limo Reservation Form, making sure to include all of the travel information.

Give the form to the faculty secretary and ask her to book the limousine for you. Please make sure that you do this at least 4 days in advance.

If you would like to charge your hotel directly to an IU account:

For hotel reservations for University business, you now have the option to make your reservation through Hotels.com, and to charge your room and tax to an IU account. You can do this on the web at http://www.booksmarttravel.com/iu, using your account number, the department code, and the request number.

The first time you visit the site click on the green “Sign Up” button. From there, you will only need to enter your IU network username and basic employee information. Then you create a password, and you will be all set.

For more information on this program, you can refer to the Frequently Asked Questions section at: https://booksmarttravel.com/iu/FAQs.aspx, or contact Travel Management Services at TravelBL@indiana.edu or call 812-855-2873.

If you will be attending a conference you may also pre-pay your registration fee.

When you first register for your conference, you can pay the fee directly from your faculty research account or from your departmental travel allotment. Contact the faculty secretary and ask her to process a Disbursement Voucher to pay the conference fee. She will need your completed registration form and account number. Please allow 2 weeks for preparation and mailing of the check to the conference organizers.

Return to Top

While Traveling

Keep receipts, including:

Airline ticket (boarding passes are not sufficient). For e-tickets, documentation of ticket purchase from travel agent or website is sufficient.

Lodging receipts from the establishment itself (Credit card receipts for lodging are not sufficient).*

Conference registration receipt

Rental car receipt

Taxi receipts

* When lodging is shared, but one individual pays the bill, each person can only be reimbursed for his or her own expenses. The person who paid the bill will have to seek reimbursement from the other travelers for the costs associated with their travel.

Per Diem

In order to receive a reimbursement for per diem, it is not necessary to keep receipts for food.

No claims for overnight per diem can be paid without an original paid lodging bill.

The amount of per diem the traveler receives is assigned by Travel
Management Services according to travel destination, the amount of time in a day spent on business, and travel status.

Return to Top

After Trip

You will receive a Travel Reimbursement Request form from Travel Management Services. Fill the form out carefully.

Include purpose of the trip (no abbreviations for conferences).

Indicate departure and return time if you are claiming per diem.

Indicate whether or not personal time was involved.

Double check to make sure the account limit is indicated for all accounts used.

Sign the form.

Lodging Receipts

If you spent the night at a private residence, please prepare a memo to Travel Management giving the name, address and phone number of the person you stayed with.

Bring the Reimbursement form and all receipts to the faculty secretary in the FRIT office.

The FRIT office will process the form and mail it to Travel Management Services.

Travel Management Services will mail a reimbursement check to you.

If you have questions regarding Travel Procedures or you would like assistance making reservations, please email fritdept@indiana.edu or stop by Ballantine Hall 642. You may also visit the Travel Management Services web site: http://www.indiana.edu/~travel.

Return to Top