Personal Cars

• IU requires travelers using personal vehicles on IU business to carry insurance with no less than a minimum of insurance:
  • $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
  • IU recommends you raise coverage to $100,000/$300,000/$100,000
• Repair of a personal car is the owner's responsibility.
• The University does not reimburse for parking, speeding tickets, or any violations, flat tires, dead batteries, and etc.
• Mileage is determined by using official state highway maps.
• A mileage record form can be used to claim inter-city mileage or mileage to destinations which cannot be calculated using a highway map.

Additional Policies:

• If a person chooses to drive or travel by rail, the reimbursement for mileage or train passage may not exceed the cost of comparable 30-days advance purchase airfare rates.
• 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.  If their destination is a foreign location and their itinerary is more than two days of travel time, their itinerary would need to show that they were en route for more than two days in order to be reimbursed beyond the two day policy.
• Mileage for personal car transportation is paid from the employee’s work location or from the employee’s home; whichever is closer.
• Travel costs relating to emergency evacuation:  When an IU business traveler is working “offsite” (location other than their official workstation or campus) and incurs travel expenses pertaining to emergency evacuation due to medical reasons or a natural disaster, the reimbursement claim will be reviewed by the Travel Management Services office as well as the fiscal officer of the reimbursement account to determine if the expenses can be reimbursed.  This will be handled on a case-by-case basis.
• IU travelers who work offsite and must return home for personal reasons:  When an IU business traveler is working “offsite” (location other than their official work station or campus) and incurs travel expenses while returning home for personal reasons (such as attending a family member funeral, graduation or office holiday party), these expenses are considered personal in nature and therefore cannot be reimbursed from an IU account.
• Claims for hospitality expenses cannot be processed as travel reimbursements.

Mileage Rates

• $0.585 per mile (Effective July 1, 2008) for the first 500 miles
• $0.29 per mile for 501-3000 miles
• Nothing for miles in excess of 3000

• With the Enterprise Campus Rental program, travelers have the ability to charge their rental car expense to the IU rental car credit card rather than personally incurring the expense to be reimbursed after their trip.  As long as the trip is originating within Indiana, the traveler is on university business travel, and they have completed the appropriate steps (depending on the type of travel) to secure the Enterprise Campus Rental, they will be able to have the expense charged to an IU departmental account. 

  • Please review the Enterprise Campus Rental travel instructions for Instate, Out of State and Non-Employee travel.
  • Travelers have the option to use other car rental agencies; however, if they would like to have the expense charged to a University departmental account, they will have to use the Enterprise Campus Rental program.
  • Charges for the Enterprise Campus Rental will appear under the prepaid by IU section on the check stub as well as on the out of state reimbursement request form.
  • For the Bloomington campus, when the Voyager gas card is used for fuel charges, there will be a separate line item on the check stub for the charge as this will also be charged to an IU account.  Gas receipts need to be submitted to the Motor Pool for reconciling purposes when the Voyager card is used. 
  • For all other campuses, gas expense needs to be claimed on the reimbursement request form with receipts attached and sent to Travel Management Services.
  • The proper use of safety restraints by passengers in a University insured vehicle is the responsibility of the operator of the vehicle.  For more information contact the Risk Management department.
  • IU is self-insured:  Risk Management furnishes insurance cards (Phone: 812-855-0104).

  Please note:  If you are using the Enterprise Campus Rental program to make reservations for personal travel, the University discount will be applied, however, there will not be insurance coverage included in the rental.

Classic Touch: One-way charge of $11.00 from campus to the Indianapolis Airport. Contact Classic Touch by phone at (317) 244-4444

National Rental Car: One-way charge of $24.99 between Bloomington and Indianapolis. 4 hours are allotted for returning the car to either the Bloomington or Indianapolis location. Contact National Rental Car by phone at (812) 339-3443 and specify IU contract number 5004458. Information is also available through the IU Expedia Booking Tool.

Travel to and from the Indianapolis Airport is the only circumstance where a limousine service is regularly approved.

Classic Touch: (812) 339-7269. Current rates are $49 one way and $80 round trip.

Please note: Classic Touch rates include gratuity.

Please visit Rental Expenses & Discounts for information on policy and the discounts available to IU employees.