Travel

Management Services



Rental Car Discounts

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.

IU Preferred Rental Car Vendors

Vendor Discount # Toll Free #
National Car Rental
Special Coupon Offer
5004458 (800) 227-7368

Big 10 University National Car Program Benefits

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.

Enterprise Campus Rental
Vendor Discount # PIN Toll Free #
Enterprise
organization outside of Indiana
XZ08038 - (800) rent-a-car
Enterprise
for personal use and out-of-state
XZ08038 IUB (800) rent-a-car

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.

Additional Rental Car Vendors Offering Discounts
Vendor Discount # Toll Free #
Alamo Rent a Car 165605 (800) 732-3232
Avis A550400 (800) 331-1212
Budget T657800 (800) 527-0700
Hertz 215475 (800) 654-3131

Car Rental Policies

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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.

IU Motor Pool

Motor Pool Vehicles Offered:
SizeDaily RatesWeekly RateMonthly Rate
Compact$29.00$203.00$580.00
Mid-size$36.00$252.00$720.00
Mini Van$47.00$329.00$900.00
Large SUV$57.00$399.00$1140.00
Cargo VanOutside Agency Rates Apply
Pickup Trucks$30.00$210.00$600.00

IU Motor Pool offers vehicle rentals on the Bloomington campus to facilitate University business travel. There are two requirements for using their services:

  • The Motor Pool program may not be used for personal travel. If you are combining personal travel with business travel you will not be able to rent a Motor Pool vehicle.
  • Drivers must have completed a Motor Vehicle Records check prior to departure

For complete instructions on setting up a Motor Pool reservation, see IU Motor Pool

Contacting Motor Pool
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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.

  • Additional contact information
  • Devonne Nunn
  • Phone: 812-855-7412
  • Email: dmnunn@indiana.edu

Limousines and Shuttles

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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.

Classic Touch
  • Bloomington: (812) 339-7269
  • Indianapolis: (317) 244-4444
  • Indianapolis rates are $30 each way including gratuity from IUPUI campus to the Indianapolis airport. These rates are only applicable if the charge is direct billed to IU.
  • Current IU approved rates are $67 one way and $122 round trip for a shared ride. These rates are only applicable if the charge is direct billed to IU. Please note: Classic Touch rates include gratuity.
  • Make reservations by phone or by email to ctls@classictouchlimo.com. When making reservations, you will need to provide the traveler's Trip ID number (for IU faculty, staff or student travelers) or a Disbursement Voucher number (for non-employee travelers). The department account number is also required.
  • A 10% discount on standard rates is offered to IU faculty and staff for personal travel.
  • At the airport: Follow the signs to the Ground Transportation Center located across from Baggage Claim. The Classic Touch booth is to the left across from Hertz Car Rental. Check in with Classic Touch by notifying the booth attendant or by picking up the white courtesy phone.
  • If a passenger is delayed or misses a flight, contact Classic Touch at 1-800-319-0082 to reschedule and avoid cancellation fees.

Carey Limousine
  • Toll-Free: (800) 888-INDY (4639)
  • Indianapolis: (317) 241-7100
  • IU approved rates for shared-ride transportation between the Indianapolis airport and downtown Indianapolis including the IUPUI campus.
  • IU approved rates for shared-ride transportation between the Indianapolis airport and the Indiana University Bloomington campus.
  • When making reservations you will need to provide the traveler's Trip ID number (for IU faculty, staff or student travelers) or a Disbursement Voucher number (for non-employee travelers). The department account number is also required.
  • At the airport: Follow the signs to the Ground Transportation Center located across from Baggage Claim. The Carey Indiana booth is to the right across from Avis Car Rental. Check in with Carey Indiana by notifying the booth attendant or by picking up the white courtesy phone.
  • If a passenger is delayed or misses a flight, contact Carey Indiana at 1-800-888-INDY (4639) to reschedule and avoid cancellation fees.

Taxi

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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.

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Travel Management Services

400 East 7th Street Poplars 613 Bloomington, Indiana 47405

Phone: 812.855.2873 · Fax: 812.855.8866

Email: travelbl@iu.edu