Faculty Travel Procedures
- Before Trip
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Tips on completing travel authorization form
Charging your flight directly to an IU account
Charging an airport car directly to an IU account – Limo Reservation Form
Charging a rental car to drive to your destination (originating in Indiana)
Charging a hotel directly to an IU account
Making travel purchases yourself
Charging conference registration fee to an IU account -
While Traveling
After Trip
Travel Management Services Website
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 either 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. You may also print this form online: http://www.indiana.edu/~travel/resources/travelforms.shtml;
please bring it to the faculty secretary so that a travel number can be assigned.
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: This is 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). If you need to know how much money you have remaining in your research account, the faculty secretary can check this for you.
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.indiana.edu/~travel/traveling/desigtravelagen.shtml
Give the agent your Department Code, and your request number. Specify the account number(s) and any dollar limits for the charges (see above).
Through the internet:
In order to book your flight directly through the Orbitz for Business website, you must first register for an Orbitz for Business account. If you received a travel reimbursement during 2008, Travel Management Services uploaded your account profile to Orbitz; you will need to set up a password to activate your account. Go to www.orbitzforbusiness.net, and click on “Forgot or don’t have a password?” then follow the prompts to set up your account. Your Orbitz for Business member ID is your IU email address (johndoe@indiana.edu).
If you did not receive a travel reimbursement in 2008, you will need to contact Travel Management at travelbl @indiana.edu to request that they create a profile for you. After they upload your email address to the Orbitz for Business website, you will receive notification and further instructions on how to register your account.
Travel Management’s guidelines for making online airline reservations are here: http://www.indiana.edu/~travel/traveling/airlineonline.shtml.
For further information, see also: http://www.indiana.edu/~travel/pdf/ofb_traveler_guide.pdf.To charge your flight directly to IU through your research account, you must have already submitted the Departmental Travel Authorization form (available online or from Faculty Secretary), and have a travel request number. After you select a flight and want to purchase the flight, you will have the option to enter in your Departmental Travel number (e.g. FRIT5209 – on the Travel Authorization form) and your account number in order to charge the flight directly to IU. Please be sure that the amount that you are allowed to spend from your account (account limit on Travel Authorization form) 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 car 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 your IU research account. Charging the transportation directly to an IU account also eliminates the need to address this cost during the reimbursement request phase.
The Orbitz for Business website does have an option for you to book transportation to the airport. However, it is more expensive than using the service from Classic Touch (described below) and, if you book this through Orbitz, you cannot charge it directly to your IU account. Therefore, the Department would prefer you to book this transport through Classic Touch.
There are several options to book airport transportation through Classic Touch:
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.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 pieces of information for this section that are required:
- The travel number (from the travel authorization form).
- The department code (FRIT).
- The account number – either your research account number or another account number if you are using outside funds that you have been awarded.
To have the faculty secretary book it for you:
Open the form for Classic Touch from the Travel area of our website, or obtain the form from the faculty secretary.
Complete the 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 rent a car to drive to your destination (originating in Indiana):
Faculty can rent a vehicle through Enterprise for a trip which is 1) originating in Indiana and 2) for University business purposes only, and may charge the rental directly to an IU account. For more information, please see: http://www.indiana.edu/~travel/traveling/travelingbycar.shtml#rental. Frequently asked questions about this process are answered here: http://www.indiana.edu/~travel/resources/faq.shtml#enterprise.
- Go to http://www.indiana.edu/~travel/traveling/vehicleonline.shtml, and scroll down to “Enterprise Campus Rental Request”.
- Follow the instructions; IU Travel Management will email you an approval with a link to the Enterprise Direct system.
- Use that link to book the vehicle, or use the phone option to make the reservation.
When you arrive at the Branch Office (you may use either location):
- 1907 South Walnut Street, 336-2114
- 1601 North College Avenue, 336-6635
- You must have a valid driver’s license.
- You will need to provide the confirmation number.
- According to Travel Management, “IU travelers are covered by the University’s insurance while on business travel.” Additional insurance is not needed, which means that it will not be eligible for reimbursement, except for travel taking place in Ireland, Mexico or Puerto Rico. This means that when you sign the contract (for business use), you should decline CDW and SLP; protection is already included under the IU contract as long as you have provided the correct account number and it is for business use only. * *
- Your account will be charged for this IU-provided insurance according to the rates below:
| Rental Agency: | Daily Insurance Charge: |
| Enterprise Rent-A-Car | $1.47 per day |
| National Car Rental | $2.69 per day |
| All other rental agencies | $4.65 per day |
* * Please note: if you are driving for a trip which will include both University business and personal time, you cannot charge the vehicle cost to an IU account. You may follow the steps below (the same as for a rental originating outside of Indiana) to arrange the vehicle and charge it to a personal account, and then seek reimbursement after the trip. If you do this, please be aware that the protection provided under the IU contract only covers the portion of the trip which is for University purposes. The remainder of the time will need to be covered in some other way, such as with your own auto insurance.
When you return the vehicle:
- Return the vehicle with the same level of gas as when you picked it up.
- Get a copy of your receipt. If you are unable to get a copy of your receipt, you may go online to http://www.enterprise.com and, at the bottom of the page, click on “Print a Receipt”.
- Keep your receipt to include with your travel documentation at the conclusion of your trip.
Rentals originating outside of Indiana or for personal use:
- The web links to book car rentals that 1) originate outside of Indiana or 2) are for personal use are located at: http://www.indiana.edu/~travel/traveling/travelingbycar.shtml
(scroll down to the Enterprise section). - For additional information on car rentals for personal use, see also: http://www.indiana.edu/~travel/resources/faq.shtml#E19.
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 Hotels.com, using your account number, the department code, and the request number. For more information, and to get started, click here: http://www.indiana.edu/~travel/traveling/hotelonline.shtml.
Click on the button “Online Hotel Reservations”, followed by “Hotels.com” and then click on the “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 contact Travel Management Services at TravelBL@indiana.edu or call 812-855-2873.
Please note: Orbitz for Business allows you to locate and make hotel reservations, but this website does not allow you to charge the hotel directly to your IU account; this option is only available through Hotels.com.
If you elect to make travel purchases yourself:
Obtain a travel authorization form and request number from the faculty secretary.
Fill in the appropriate information (including Purpose, Name of conference, Dates of conference and your signature) on your Authorization form. Please see note on account limits above.
Return the form to the faculty secretary.
If you will be attending a conference you may also pre-pay your registration fee.
Please see the faculty secretary to arrange this in advance.
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 travel dates and the amount of time in a day spent on business.
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.
