Travel

Management Services



Pre-Travel Checklist

Instate Checklist

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  1. Obtain approval to travel from the fiscal officer or Department Chair
  2. Determine method of travel (personal car, rental car, etc)
  3. If you plan to prepay any expenses, you will need to create a Travel Authorization document in TEM. This is necessary if you plan to:
    To create a Travel Authorization document in TEM, log in to One.IU (one.iu.edu), and select the 'Purchasing and Travel Expense Module.' This will take you to the Kuali Enterprise Dashboard (KED). Search for Travel in the menu on the left, open it, and click 'Travel Authorization' under the Activities section.

    Detailed instructions for creating a new Authorization, both with and without direct billing, are available on TODD, listed under the 'I am a Traveler' section.
  4. Schedule your Enterprise Campus Rental (if applicable). Begin by opening the Agency Links tab at the bottom of your approved Travel Authorization Document. It will contain a link to Enterprise Campus Rental that will open a page pre-populated with your trip information. Detailed instructions are available in the Direct-Billed Travel Expenses section of this site.
  5. Schedule lodging reservations (if applicable). If using the IU Hotels.com program, obtain the TEM Doc # from the top right of the Travel Authorization document. If the number shows only asterisks, your Authorization is not yet in FINAL status. Detailed instructions are available in the Direct-Billed Travel Expenses section of this site.
  6. Obtain all original receipts while traveling

Domestic/Foreign Checklist

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  1. Obtain approval to travel from the Fiscal Officer or Department Chair.
  2. Determine method of travel (air, personal car, rental car, method of travel to the airport, etc).
  3. Create a Travel Authorization document in TEM by logging in to One.IU (one.iu.edu), and selecting the 'Purchasing and Travel Expense Module.' This will take you to the Kuali Enterprise Dashboard (KED). Search for Travel in the menu on the left, open it, and click 'Travel Authorization' under the Activities section.

    Detailed instructions for creating a new Authorization, both with and without direct billing, are available on TODD), listed under the 'I am a Traveler' section.
  4. If you need to request a registration or one-night lodging deposit prepayment, you can find instructions provided at Prepaid Travel Expense Options. Document containing prepayment requests will not route for approval until documentation has been provided.
  5. When the authorization document is approved, the traveler/document initiator receives an FYI notification via email. Also a TEM Doc # appears in the upper right-hand corner of the Travel Authorization document, and an 'Agency Links' tab will appear near the bottom of the Travel Authorization document. You can use the links provided in this tab to make necessary reservations for this trip.
    • To charge airfare expense to a departmental account, you must provide the TEM Doc # to a Designated Travel Agency or online through Egencia.
    • To charge hotel expense to an IU departmental account, you must provide the Trip Number through the IU Hotels.com program. For instructions see Direct Billed Travel Expenses.
  6. If traveling outside of the US, obtain appropriate travel documents (passport, visa, etc) with Passport Services.
  7. Obtain all original receipts while traveling.

Non-Employee Checklist

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  1. Check to see if the traveler is already a vendor in KFS by using the Vendor tool on the Kuali Enterprise Dashboard. If they are not a vendor, you will need to submit documentation to set them up. You can find instructions for how to create a vendor in the Vendor Creation Guide on the FMS Accounts Payable website. Questions on vendor creation should be directed to FMS Accounts Payable.
  2. Once the traveler is a vendor, create a Disbursement Voucher (DV) in KFS in the non-employee's name and save it to your Inbox. This generates a DV number that you will need to make travel arrangements for the non-employee if an IU account is funding the trip.
  3. Make flight reservation (if applicable). To charge airfare expense to a departmental account, you must make arrangements through a Designated Travel Agency or online through Egencia using the DV number assigned to the non-employee.
  4. Schedule transportation from the airport (if applicable). See Limousines, Shuttles, and Taxis for instructions on scheduling limo services.
  5. Make hotel reservations through IU Hotels.com or use a hotel through which IU has a direct billing process set up. View a list of hotels that participate in the direct billing process.
  6. The traveler must sign and date a Disbursement Voucher Payee Certification Document (PDF) to be submitted with their receipts (if reimbursement is being claimed).
  7. Obtain original travel receipts from the traveler
  8. See Nonemployee Reimbursement for instructions on completing the DV to reimbursing the nonemployee traveler, or click here for instruction on completing a "Zero Voucher" DV (no reimbursement being paid to the traveler).

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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