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Prepaid Travel Expense Options


Please Note: Registration fees (the only Travel expense with this exception) 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.

For direct-billed airfare, lodging in full or rental cars, please see either Airline Online Reservations, Hotel Online Reservations or Enterprise Campus Rental Reservations.

Single Use Credit Card

The SUA (Single Use Account) credit card is used by Arrangers and Travelers in TEM for:

  • Prepayment of a one-night hotel deposit
  • Conference registrations

This card is valid for a one-time use only; once the deposit or registration has been made, the card is no longer valid. The merchant name listed on the Travel Authorization (TA) is validated against the merchant name being used for the transaction; if there isn't a match on the merchant name, the Fiscal Officer receives an action list notification (FYI) indicating a mismatch. In addition, the SUA can only be used for the amount indicated on the TA.

The transaction is completed on a TA by selecting the desired transaction(s) from the 'Expense Type Code' dropdown. If the initiator wants to prepay both a Conference Registration and a Lodging Deposit, they will need two separate cards.

Complete instructions for how to complete a transaction using an SUA can be found on TODD (http://www.indiana.edu/~travel/training/TODD/), listed under; I am an Arranger->Arranger I want to Prepay for a Conference Registration and/or a One Night Hotel Deposit.

Remember to provide supporting documentation by opening the 'Supporting Document' tab in the TA and clicking 'send documentation.' This will open an Outlook message with the 'To' and 'Subject' lines populated. Attach any documents that you would like to accompany the payment (such as a registration form), and send the message. The document will not route unless this step is taken.

SUA expense(s) will display in the 'Reconciled Expenses' tab on the TA document once the charge(s) have been reconciled with the bank.

Vendor Prepayments

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In cases where a vendor does not accept a credit card option, or the payment must be submitted via a wire transfer for foreign draft, the prepaid expense can be paid using the Vendor Payment button on the TA document in the Travel system.

Vendor Payments are used by Arrangers and Travelers in TEM for:

  • Prepayment of a one-night hotel deposit
  • Conference registrations
  • Payments to Travel Agencies for Group Travel

After a TA reaches Final status a 'Vendor Payment' button will appear on the document. This button will create a Disbursement Voucher (DV) document for completion.

Please Note: Only a Certified DV initiator will see this button. If you are not, a DV certified Arranger or Fiscal Officer have to initiate and complete this document for you.

Complete instructions for how to complete a transaction using an SUA can be found on TODD (http://www.indiana.edu/~travel/training/TODD/), listed under; I am an Arranger->Arranger I want to Prepay for a Conference Registration and/or a One Night Hotel Deposit.

After submitting the Vendor Payment, upload documentation using the FMS AP Upload Tool (https://ap.fms.iu.edu/cgi-bin/ap_uploader/ap_uploader/main_menu.html). Use the 'Initial PDF paperwork submission' link under 'Disbursement Voucher (DV) Paperwork.'

When paying a one-night deposit, please provide a copy of the reservation confirmation and one-night room cost.

When paying a conference registration, please provide substantiation for the amount either with an invoice from the conference, or a copy of listed conference fees.

When paying Travel Agencies for Group Travel charges please provide an itemized invoice, detailing all expenses.

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