Prepaid Hotel Expenses

In an effort to better serve its employees, the university has teamed with Hotels.com to offer travelers a convenient, cost-effective means of booking hotel reservations.  You no longer have to personally incur hotel expenses and request reimbursement after your trip.  By using Hotels.com for university business travel, you can charge hotel expenses to an IU departmental account using a trip number for in-state travel, department code and request number for out-of-state travel or a Disbursement Voucher number for non-employee travel.  Click on the following link for a detailed list of instructions:

How to use Hotels.com

Charges for the hotel expense will appear under the Prepaid by IU section on the check stub as well as on the out-of-state reimbursement request form.  Please keep in mind that if personal time is involved during your business travel, you will need to charge your hotel expense to a personal credit card and be reimbursed after your trip.

If reservations must be canceled, it is the responsibility of the traveler and the fiscal officer to make sure that the cancellation is made in advance so that “no show” charges will not be incurred.

Lodging Expenses paid by IU Travelers

Travelers have the option to pay for their own lodging expense; however they must wait until after their trip to seek reimbursement. 

Fiscal officers are responsible for ensuring that business travelers make every effort to secure corporate or government rates where available.  If it is determined that such effort was not made, the traveler may not be eligible for the full reimbursement amount.  The traveler should use the GE Capital Corporate Card or personal credit cards when hotel deposits are required.

Note: If a deposit is required so far ahead of time that a credit card bill will arrive before reimbursement has been made, the deposit can be paid directly to the hotel by filling out a Prepayment Form as well as a Department Travel Authorization (for out-of-state travel) and submitting both forms to Travel Management Services via fax to (812) 855-8866 or campus mail to Poplars 120, Bloomington Campus.  For in-state travel, the prepayment form is all that is required.

If the traveler shared a room with an IU employee and paid the total charge, please reference both trip numbers on the reimbursement forms with the original receipt attached to the reimbursement of the person who paid the expense and a copy of the lodging receipt attached to the reimbursement of the other traveler so they may be reimbursed for per diem.

If reservations must be canceled, it is the responsibility of the traveler and the fiscal officer to make sure the cancellation is made in advance so that “no show” charges will not be incurred.

• Reservations can be made through an agency, but it is not required.
• If the traveler chooses to pay for their own lodging expense, they must personally incur the expense and request a reimbursement upon their return from the trip. 
• Keep original (itemized) receipt for reimbursement.
• When making reservations, travelers should compare the contract/corporate/government rates with special weekend, promotional or conference rates to determine the lowest rate.  The rate available using on-line booking should also be reviewed.
• Most properties will extend their rates for personal as well as business travel.
• Be sure to provide the appropriate booking code/ID number (below) when making reservations and be prepared to show identification at check in.

Discounts Available to IU Travelers

The Big 10 has negotiated contract rates with a variety of domestic and international hotels.

Big 10 Hotel/Motel Contracts and Discounts

Hotel chains offering government or corporate rates are listed in the table below.

Company	Discount #	Toll Free #
Best Western	(ID #00308980)	(800) 528-1234
Club Quarters	Indiana University	Information
Oakwood	Indiana University	Information
Omni Severin Hotel	$120.00/night plus tax through 12/31/07	(800) The-Omni (317) 396-3647
Radisson	(ID #WHP-11941) - 5% discount	(800) 333-3333
Ramada	(ID #908922)	(800) 228-2828
Sheraton	17166 discount	(800) 325-3535
Stouffers Renaissance Hotels	(ID #924199)	(800) Hotels-1
Super 8 Motels	(ID #02054) 10% or more off corporate rates & special in-state rates	(800) 800-8000