IU Travel - Air Expenses and Discounts

Travel Guidelines

Planning a Trip

Online Air Reservations

Online Hotel Reservations

Online Enterprise Campus Rental Reservation

Travel Discounts

Travel Resources

Trip Reimbursements

New Online Travel Reimbursement System

Travel Management Services is pleased to announce that a new online travel reimbursement system is currently being developed. This will be an integrated system through the OneStart portal that can be utilized by university travelers, arrangers and Fiscal Officers. Through the new online system, you will be able to submit travel authorizations, request travel payments & reimbursements, access reports and even track your reimbursement status all in one system.

View a timeline for the system rollout.

Travel Discounts

Air Expenses and Disounts

Air Expenses and Discounts

IU has established a preferred carrier agreement with Delta, and Northwest. The agreements provide Indiana University with discounts on tickets purchased through one of our Designated Travel Agencies or booking through IU's on-line travel planner to any domestic or international destination. Discounts fluctuate and are calculated each quarter. The amount of discount depends on IU's volume so please use one of these airlines whenever possible.

Travelers are expected to take advantage of preferred carrier agreements 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. IU approves economy (coach) class travel and will only reimburse for that type of fare.

Combining personal and business travel is acceptable if the personal travel does not occur before and after the business portion of a trip. If a traveler does include a personal trip in an itinerary and the trip includes a fare to another city, IU's portion of the airfare is calculated by doubling the one-way charge of the business segment of the airfare.

Occasionally it may be cost effective for an employee to travel on a weekend to obtain a less expensive airfare. If the net savings for the University exceeds $100, the account manager may authorize payment of lodging and meals for the weekend travel.

HOW TO CHARGE AIRFARE TO AN IU ACCOUNT

Call one of the Designated Travel Agencies or book online through Expedia Corporate Travel Program.
Give the agent your Department Code, and the request number, (assigned by the department)
Specify the account number or numbers (and dollar limits that may apply to the account) Required
Sub-account or accounts (and dollar limits that may apply)Optional
Sub object codes (and any dollar limits that may apply)Optional

TICKETLESS TRAVEL POLICY

IU requires original receipts for ticketless travel, if not prepaid by IU. Ask for a paid receipt at the time of booking or at the ticket counter. It is expected that every effort will be made to obtain a receipt whether it be before or after the trip. If it is not possible to do so, proof of payment and a statement that the fare was economy (coach) class is required. Acceptable proof of payment is a canceled check or a photocopy of a credit card statement. A claim made without the original receipt must be guaranteed with the traveler's and account manager's signatures on the Exception to Policy form.