Non-employee travel is paid one of three ways -- to an individual, to a vendor or documentation of a payment to a Designated Travel Agency and the payments are all initiated through the Disbursement Voucher in the FIS. Training for the Disbursement Voucher is scheduled through Financial Management Support (812) 855-0375, IUPUI's Accounting Department (317) 274-7666 or FMS's web site.  Listed below are some guidelines that need to be followed when processing these claims.   

Please Note: IU Employees are not to pay for non-IU employees travel expenses. All expenses should be handled as described below.

Payment to an individual

• The disbursement voucher is limited to one Payee.  
• Saving the document to an in-box creates a FIS document number. This document number can be given to Designated Travel Agencies (when making plane reservations), a limousine service (when requesting transportation to the airport) or room charges. The hotels that participate in this billing method are listed below.    

• The traveler must complete a W9 form.
• Have the traveler sign the Payee Certification Document.  
• Collect all the original receipts from the traveler.
• Attach a print screen of the approved disbursement voucher, the Payee Certification Document and all the original receipts and mail to Travel Management Services, Poplars 120, Bloomington Campus. Note: If the traveler is a non-resident alien also attach a copy of the traveler's I-94 form and their passport identification page (visa).
• Contact FMS Tax to see if any other forms are required in order for this traveler's reimbursement to be processed.
• The Description field should say Non-employee Reimbursement
• The Payment Reason should say Travel Payment for Non-Employee
• Contact Name and Phone Number should be the person who can answer questions about the Disbursement Voucher.
• The Document Location must be Travel Management Services.
• Indicate if the payment is to be made in foreign currency.
• If you have a registration form which must be mailed with the check, flag the check box entitled Attachment. This notifies Travel Management Services' personnel to include the form with the check. The form should then be mailed to Travel Management Services, Poplars 120, Bloomington Campus. 
• Use the object code 4089.

Payments to a vendor or prepaid lodging

• The lodging vendor should mail their invoice to the department that is initiating the request for payment through a disbursement voucher. Classic Touch and Bloomington Shuttle direct bill to Travel Management Services.
• When the department receives the itemized lodging receipt, write the DV number (for the non-employee) and the account number on the hotel bill.  Please send the hotel bill to Travel Management Services, Poplars 120, Bloomington Campus. Travel Management will then send the payment to the hotel.