Travel

Hotel Online Reservations

• Get Started with Hotels.com
• How to use Hotels.com
• Hotels.com - external link
• Hotels.com FAQs - external link

Get Started with Hotels.com

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.

Charges for the prepaid 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 note: If personal time is involved during your business travel, you will need to charge your hotel expense to a personal credit card and submit receipts to be reimbursed after your trip. You will not be able to charge your hotel using the IU hotel card through Hotels.com.

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

How to use Hotels.com

• Instate Travel Instructions
• Out of State Travel Instructions
• Non-Employee Travel Instructions

Instate Travel Instructions

Before your trip:

1. Email the following information to travelbl@indiana.edu (or call Travel Management Services at 812-855-2873):
   • First and last name of the traveler
   • Traveler’s Network ID or Employee ID
   • Traveler’s campus code, i.e. BL for Bloomington campus
   • Traveler’s department name
   • Trip start and end date
   • Destination
   • Account number in which to charge
   • Traveler’s IU Email address (if called in)
   • IU Email address of anyone for whom you want to be notified of the trip number
2. The traveler (and/or arranger) will receive an email containing the trip number.
3. To set up an account select Hotels.com
4. Once your account is established you can use your trip number and departmental account number to reserve your hotel room.
5. Print two copies of the Hotels.com reservation confirmation; one for your records and one to attach to the Instate Reimbursement Request Form (PDF) for per diem purposes.

After your trip:

1. If you are claiming reimbursement for expenses incurred while on business travel, you will need to submit an in-state reimbursement form downloaded from this website.
2. On the reimbursement request form:
   • Write the trip number (contained in the Email from travelbl) in the upper right-hand corner.
   • Write the expenses being claimed
   • Fill out account information
   • Have the traveler and the fiscal officer(s) sign the reimbursement request form.
   • Attach applicable receipts
   • Attach Hotels.com reservation confirmation for per diem purposes
3. Make copies of the documents and mail via campus mail to Travel Management Services.

Out of State Travel Instructions

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Before your trip:

1. Fill out the Department Travel Authorization Form (PDF) and fax to Travel Management Services at (812) 855-8866 or mail to Travel Management Services.
2. To set up an account select Hotels.com
3. Once your account is established you can use your department code, request number and departmental account number to make your hotel reservation.
4. Print two copies of the Hotels.com reservation confirmation; one for your records and one to attach to the out-of-state reimbursement request form for per diem purposes.

After your trip:

1. Travel Management Services will mail the reimbursement request form to the traveler three days prior to the return date of the trip.
2. On the reimbursement request form:
   • Write the expenses being claimed.
   • Have the traveler and the fiscal officer(s) sign the reimbursement request form.
   • Attach applicable receipts
   • Attach Hotels.com reservation confirmation for per diem purposes
3. Make copies of the documents and mail via campus mail to Travel Management Services.

Non-Employee Travel Instructions

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1. Create a Disbursement Voucher in FIS in the non-employee’s name
2. To set up an account select Hotels.com
3. Once your account is established you can use the non-employee Disbursement Voucher number and departmental account number to make the hotel reservation.