Activity: Group Travel Policies: V-001 Authorization for Out-of-State Travel http://www.indiana.edu/~policies/v001.html V-010 Reimbursement of Travel Expenditures http://www.indiana.edu/~policies/v010.html V-020 Insurance Coverage while on University Travel Status http://www.indiana.edu/~policies/v020.html I-1 Role of Fiscal Officer, Account Manager and Account Supervisor http://www.indiana.edu/~vpcfo/policies/accounting/i-1.html I-30 Fiscal Misconduct http://www.indiana.edu/~vpcfo/policies/accounting/i-30.html I-35 Fraud http://www.indiana.edu/~vpcfo/policies/accounting/i-310.html I-330 Inappropriate use of University funds http://www.indiana.edu/~vpcfo/policies/accounting/i-330.html I-430 Reimbursement of Meals for Emergency Situations http://www.indiana.edu/~vpcfo/policies/accounting/i-430.html I-470 Internal Controls http://www.indiana.edu/~vpcfo/policies/accounting/i-470.html Risk Management Policies (see Auto and Travel) http://rmweb.indiana.edu/orm/SiteMap2.cfm Back to Top Additional Forms: Instate Reimbursement Form http://www.indiana.edu/~travel/StateReimbursementForm.pdf Out of State Department Travel Authorization http://www.indiana.edu/~travel/auth.html Exception to Policy http://www.indiana.edu/~travel/exceptio.html Mileage Record http://www.indiana.edu/~travel/mileage.html Prepayment Form http://www.indiana.edu/~travel/PrepaymentForm.doc Foreign Expense Worksheet http://www.indiana.edu/~travel/foreignWorksheet.html Back to Top Things to Know: Group travel applies to only to students. The staff person in charge should submit the department travel authorization in their name. The staff person in charge is responsible for obtaining and submitting all original receipts. Travel cards (procurement card) are available for group travel expenses; please contact Travel for more information. A roster of student names must be attached to the reimbursement request forms, along with all claims. Actual receipts are used for reimbursement of meal cost for the group. The payment may not exceed the allowed per diem rate. Lodging may be prepaid for the group for the entire trip. Travel Website http://www.indiana.edu/~travel/ Domestic Travel Guidelines http://www.indiana.edu/~travel/domesticTravel.html Planning a Trip http://www.indiana.edu/~travel/domesticAuth.html Domestic Reimbursement Instructions http://www.indiana.edu/~travel/domesticReim.html Tools and Information http://www.indiana.edu/~travel/toolsInfo2.html Per Diem Rates and Guidelines – see above http://www.indiana.edu/~travel/perDiem.html Lodging and per diem rates set by federal government. One night lodging may be paid in advance if the deposit is due months in advance via the prepayment form. See above. An Exception to Policy form required for reimbursing lodging within a 50 mile radius. Lodging receipts sent via e-mail either before or after the trip may be used as an original receipt. Per diem is paid to travelers in travel status for more than 12 hours. Per diem for non-overnight trips is taxable. Mileage rates and limits http://www.indiana.edu/~travel/toolsInfo2.html#perDiem Mileage Information http://www.mapquest.com/ Back to Top Inter-city mileage or additional mileage driven due to detours may be claimed via the mileage record. Personal car transportation is paid from either the employee’s work location or employee’s home, whichever is closer. If driving your personal vehicle for IU business, IU requires travelers to have no less than the following amounts for 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 coverage of $100,000/$300,000/$100,000Risk Management does not cover personal vehicles when the vehicle is been driving for business purposes. If case of an accident, the individual’s insurance is responsible. Risk Management may assist with liability. Common mistakes http://www.indiana.edu/~travel/mistakes.html Combining Business & Personal Travel http://www.indiana.edu/~travel/comboTravel.html Departments, or some funding agencies, at their discretion, may apply more stringent guidelines. Instate travel forms are submitted after the trip has been completed. One form per trip. Prepaid registrations are made through the prepayment form. Attach original receipts (except for air tickets purchased through designated travel agencies or Expedia.com). Airline tickets are to be booked for economy (coach) travel. Use either a Designated Travel Agencies (http://www.indiana.edu/~travel/dta.html) or book through Expedia.com ( http://www.expediacorporate.com/daily/brochure/default.asp) When contacting a DTA, the following information is necessary:
- Department code and request number (instate reimbursement forms do not have request numbers, but a request number will need to be assigned in this case).
- Campus and department code associated with account to be billed.
- Campus address of the traveler.
- Account number and sub account.
- Expenditure limit if any per account.
- Purpose of trip, traveler’s phone number, dates of trip, and travel destination.Sign up for an Expedia.com account at http://www.indiana.edu/~travel/gettingStarted.html Ticketless Travel http://www.indiana.edu/~travel/ticketlessTravel.html Direct deposit of travel reimbursement checks may be set up by visiting OneStart (https://onestart.iu.edu/my-prd/Portal.do ), staff tools, direct deposit sign-up. GE Corporate Credit Card http://www.indiana.edu/~travel/corporateCard.html Travel Discounts http://www.indiana.edu/~travel/index.html Back to Top
