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Prepaid Expenses

Registration

Registration expenses can be prepaid on the traveler's behalf through Travel Management Services provided the payee will accept a check payment. Requests for these prepayments are initiated using the Travel@IU system.

Please Note: If the registration expense needs to be sent in a foreign currency or if the funds must be wire transferred, a Disbursement Voucher must be processed through KFS.

To request a check payment for a registration fee, fill in the required details in the “prepayment” section of the Travel@IU trip document. For instructions, view the Out-of-State Authorization tutorial (the same steps apply for instate travel).

Provide supporting documentation, along with any documents that you would like to accompany the payment (such as a registration form), to Travel Management Services. These documents can be submitted via fax to 812-855-8866, via email to travelbl@indiana.edu, or sent through campus mail to Travel Management Services, Poplars 613, Bloomington campus.

Travel Management Services will issue a check payment to the payee entered on the trip document, usually one business day after all documentation has been received and processed.

Please Note: Registration fees can be charged to a department procurement card, provided the payment is within IU Purchasing Policies. Registration payments paid using a P-Card will not be reflected in the Travel System, therefore the registration expense will not be counted toward any limit that may have been specified for the trip. In this case, Travel Management Services does not require any documentation regarding the registration.

Prepaid Lodging

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To have the entire lodging expense prepaid by IU, a reservation needs to be made using the IU Hotels.com program. If the IU Hotels.com program is not used, the traveler must pay the lodging expense and be reimbursed after the trip. However, the Travel System does provide an option to have a One-night lodging deposit sent to a hotel, to be charged directly back to a departmental account.

To request a check payment for a one night lodging deposit, fill in the required details in the “prepayment” section of the Travel@IU trip document. For instructions on setting up a prepayment, view the Out-of-State Authorization Tutorial.

Please Note: The deposit needs to be arranged with the hotel prior to making the one-night lodging deposit request through Travel@IU. Travel Management Services does not make hotel reservations on behalf of the traveler.

Provide documentation from the hotel (showing the deposit amount) to Travel Management Services. Either fax to 812-855-8866, email to travelbl@indiana.edu, or send through campus mail to Travel Management Services, Poplars 613, Bloomington campus.

Travel Management Services will issue a check payment to the hotel entered on the trip document, usually one business day after all documentation has been received and processed.

Travel Advances

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Travelers may request a travel advance if they are traveling to a foreign destination or if they are conducting student group travel for which they are the group leader. Travel advances are approved on a case-by-case basis.

Travelers will receive no more than 80% of the estimated total for lodging and per diem expenses. To calculate this amount, the traveler must provide the city to which they are traveling as well as the expected lodging amount for their travel.

To be eligible for a travel advance, the traveler must agree to the following terms by signing a travel advance form:

  • I understand that the advance check is provided no more than 14 days before the beginning date of the trip
  • I must submit the Travel Reimbursement form with substantiating receipts attached within 60 days of the return date of the trip
  • Any unused travel advance funds will be repaid via personal check made payment to Indiana University within 60 days of the return date of the trip. The personal check will be deposited into the account from which the advance was issued using a Cash Receipt Voucher in KFS. A copy of the Cash Receipt Voucher, including the trip number will be mailed to Travel Management Services at Poplars 613, BL campus
  • I understand that if I have not fully substantiated the advance amount or returned the unused advance funds, Indiana University will report the advance amount to the IU Tax Department to be added as income on my W-2 at the end of the year

To receive a travel advance form, you must contact Travel Management Services at 812-855-2873 or email travelbl@indiana.edu and a form will be sent to you.

The signed advance form can be returned to Travel Management Services via fax to 812-855-8866, via email to travelbl@indiana.edu or via campus mail to Travel Management Services Poplars 613, BL campus.

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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