Travel documents can now be scanned and sent directly to OnBase as email attachments to expedite trip reimbursement processing. For full details, NEW Electronic Receipt Submission.
Bloomington Motor Pool will implement a new reservation system on November 1. All Bloomington based travelers and arrangers are encouraged to establish an active system profile (PDF) now to facilitate future reservations.
Travel Approval Signature – Current travel reimbursement request forms require the fiscal officer’s signature as well as the traveler’s signature. When the fiscal officer is also the traveler, an additional approval signature is required to provide the appropriate seperation of duties.
Exception to Policy Form – To reduce the possibility of fraud or erroneous charges to the University, an Exception to Policy form is required for any unusual reimbursement. In the past, Travel Management Services has accepted various forms of written communication when a deviation from standard travel policies occurred. However, for audit compliance, an Exception to Policy form must be submitted for any and all “exception” circumstances. For instance, if the traveler is claiming per diem and they do not have an original lodging receipt because the lodging was paid by an outside source, an Exception to Policy form is required explaining that the hotel was paid by an external company and therefore the traveler does not have an original lodging receipt.
Sensitive Data – In accordance with Indiana University best practices and Indiana State law, sensitive data should not be stored in Travel Management Services records. Sensitive data includes (but is not limited to) social security number, full credit card number, bank account number, copy of a personal check including bank routing and account number, and a copy of a credit card (front and/or back). Social Security numbers should never be included on any documents submitted to Travel Management Services (W9’s for non-employee reimbursements should be submitted directly to FMS Tax). Other sensitive data, such as credit card and bank account numbers, should be blacked out before submitting the information to Travel Management Services.top↑
The following is a list of common mistakes associated with travel reimbursements. Avoiding these issues will help to ensure that reimbursements are being processed as quickly and efficiently as possible:
The Transportation Security Administration (TSA) is in the process of implementing a program known as Secure Flight. The purpose of the program is to enhance the security of domestic and international commercial air travel through the pre-screening of passenger information against federal government watch lists. For effective screening, TSA will begin collecting the traveler's full name (including middle name), gender and date of birth from travel agencies and airlines.
The following deadlines are set by the TSA for collecting passenger information:
Some IU designated travel agencies have begun collecting the traveler's full name, gender and date of birth. When using a designated travel agency to make flight reservations, please be prepared to provide this information.
Orbitz for Business is in the process of updating the profile fields on their site to allow for the TSA initiative. The expected date for the implementation of these changes is June 1, 2009. After May 30, travelers will need to update their profile information to include their full name, gender and date of birth for compliance with the TSA Secure Flight Program.
Reservation information for flights reserved prior to May 1, 2009 will be "grandfathered" and are not expected to contain the full name, gender and birth date of the traveler.
Travel Management Services will continue to monitor this program and will advise travelers of updates and/or changes as they become available.top↑
New American Express Corporate cards will be issued starting March 3, 2009. If you currently have a Corporate IU travel card and have used the card for purchases at some point within the past 12 months, you will be issued a new credit card with a new number. The current GE Corporate credit cards will remain active until March 28, 2009. After this date, you will no longer be able to make purchases using the GE credit card. When you receive your new American Express credit card, please make sure to activate the card and cut up your GE credit card. For more information, please call 812-855-2873 or email your questions to firstname.lastname@example.org↑
With the merger of Delta and Northwest Airlines, greater discount opportunities will be offered to IU travelers. Current Delta discounts can now be applied to Northwest flights and vice versa. Additionally, transatlantic offerings are expanding, increasing the number of occasions for you to utilize corporate discounts and opportunities to receive SkyMiles and WorldPerks credit and benefits on even more flights.top↑
Are you planning to travel abroad in the near future? Do you plan to take your University issued laptop computer, digital storage device or any encryption products with you? Export control laws may require you to obtain a license or license exception under the Export Administration Regulations (EAR) prior to taking information stored on these devices or the devices themselves overseas. Export controls are laws that prohibit the unlicensed export of certain items or technologies for reasons of national security and/or protection of trade. Violation of these laws and regulations may result in substantial fines and possible prison time.
Do not be alarmed! The IU Bloomington and Indianapolis Export Controls Offices (ECO) are here to help. The ECO can help determine if your University issued electronic components require a license prior to an international departure. Tips for international travel, including a list of sanctioned and restricted parties and entities with whom IU is prohibited by federal law from doing business with, are also available through the ECO. Contact the ECO at email@example.com with any questions concerning your international travel and/or export controls.top↑