The University requires that you obtain the least expensive practical vehicle. Please remember to refuel your rental car prior to its return and save the gas receipts for reimbursement. Refueling rates charged by the rental agency are extremely expensive. One way or drop off charges can be reimbursed but since these add significantly to travel costs they should be avoided whenever possible.
|Vendor||Discount #||Toll Free #|
National Car Rental
Special Coupon Offer
The Big Ten has a preferred agreement with National Car Rental. National Car Rental is the recommended car rental supplier of University business travel. The many benefits of the specially negotiated program extend to both personal and business travel. Please visit the National Rental Car FAQ for answers to commonly asked questions about the program.
Please Note: National Car Rental is the only car rental company that has a signed agreement with the Big 10 Conference. With National, you can be sure of full contract benefits at all U.S. locations.
|Vendor||Discount #||PIN||Toll Free #|
organization outside of Indiana
for personal use and out-of-state
Enterprise is now requiring a Billing Number when you are direct billing your Enterprise rental car expense to an IU account. The billing number is 17113781.
Indiana University and Enterprise Car Rental agency have teamed together to offer business travelers a way to charge their rental car expense to an IU departmental account using the new IU rental car credit card. For a detailed list of instructions on how to use this program please visit Online Enterprise Campus Rental: Getting Started.
Enterprise office hours are Monday thru Friday from 8 am - 6 pm at most locations. The North College branch in Bloomington offers Saturday hours from 9 am - 12 pm.
|Vendor||Discount #||Toll Free #|
|Alamo Rent a Car||165605||(800) 732-3232|
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 Office of Insurance, Loss Control & Claims.
Take advantage of cost savings by using the most economical vehicle model appropriate for your travel. Avoid high refueling costs charged by the rental agency by refueling prior to returning the vehicle and avoid one way or drop off charges whenever possible.
You can use an agency or make your own rental car reservations.
Use of a rental car is for business purposes only - if the rental car is used during personal travel days it is the traveler's responsibility to make this clear so that the payment can be appropriately prorated.
IU travelers are covered by the University's insurance while on business travel. Additional insurance is not needed (not reimbursable) except for travel in Mexico, Honduras, Ireland and Puerto Rico.
Office of Insurance, Loss Control & Claims has Certificates of Insurance for foreign travel.
In case of accident contact your department and Office of Insurance, Loss Control & Claims in addition to following normal accident procedures.
|Size||Daily Rates||Weekly Rate||Monthly Rate|
|Cargo Van||Outside Agency Rates Apply|
IU Motor Pool offers vehicle rentals on the Bloomington campus to facilitate University business travel. There are two requirements for using their services:
For complete instructions on setting up a Motor Pool reservation, see IU Motor Pool
The Motor Pool is located at 801 N. Range Road in Bloomington. Rented vehicles must be picked up and dropped off at this location. The Motor Pool office hours are 6 AM to 5 PM, Monday - Friday. The garage hours are 7AM to Midnight, Monday - Friday, with expanded hours of 6AM to Midnight beginning August 24, 2009.
Please note: Travel to and from the Indianapolis Airport is the only circumstance where a limousine service is regularly approved. Requesting a private limousine and the additional costs associated with a private service is not compensated by IU.
Carey/Embarque is discontinuing the shared-ride limo service for transportation between the Indianapolis airport and downtown Indianapolis/IUPUI campus locations effective July 15, 2015. After July 15th, travelers will pay out of pocket and be reimbursed for limo services provided by Carey/Embarque. IU will no longer have a direct bill relationship with this vendor.
Please note that the maximum allowances for reimbursement for airport limo transportation are as follows:
Approved rates (gratuity included):
For information regarding additional limousine vendors that offer shared ride services for airport transportation, please visit the Travel Management Services website here.
Questions can be directed to email@example.com↑
Reimbursement for taxi expense to the closest airport is paid from the traveler's official work location, not their home; unless their home is closer to the airport.
Original receipts are required for reimbursement of taxi expense. The traveler must collect a taxi receipt whenever possible. If the receipt cannot be obtained, the traveler will be required to submit an Exception to Policy Form (PDF) with the reimbursement request explaining why the receipt was not provided.
Several Indianapolis taxi services provide a special rate to IU employees for transportation to the Indianapolis airport. Therefore, the reimbursement for IUPUI employees to the Indianapolis airport is capped at $35 one way.