• Download, print, and complete the Instate Reimbursement Form (PDF document).
• Include a complete description of the purpose of your trip on the completed form. Do not use acronyms in your description. Acronyms must be spelled out for your request to be processed.
• Make sure both the account manager and traveler sign the form.
• Attach all original receipts

  These receipts must accompany travel reimbursement request forms - photo copies are not acceptable:

  • Airline Ticket Stubs (receipts not required for tickets purchased through designated travel agencies or Expedia.com or for tickets prepaid by IU)
  • Hotel prepaid by IU via Hotels.com (attach confirmation email for per diem purposes)
  • Hotel paid by Traveler (original, itemized receipt required).  Lodging claims are paid for room rate and applicable taxes only. Other items, such as business phone, fax, parking, and internet can be reimbursed if itemized under "other expenses."
  • Car Rental (Unable to accept pre-calculation or estimated receipt)
  • Parking (If parking at the airport, travelers may request reimbursement for long term parking only)
  • Taxi
  • Registration Fees
  • Train (no sleeping accommodations - one day enroute each day)
  • Tolls
  • Bus Fares

• If your trip is longer than 12 hours and you are claiming per diem, include time of departure and return time. Per diem cannot be calculated without the times.
• Indicate any dates for personal travel. Please be sure to mark the check box for personal travel.
• Lodging within less than a 50-mile radius can only be reimbursed when accompanied by the Exception to Policy form explaining the need for lodging so close to home.

We strongly recommed that you read our list of common mistakes to help avoid issues that can cause delays in your reimbursement process.