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Trip Reimbursement

Travel Reimbursement Deadline Policy

Processing of any travel reimbursements must be completed within 60 Days from the return date of the trip, or the reimbursement will be taxed (with the exception of Mileage logs, which must be submitted within 60 days of the initial travel). After 120 days from the return date, the trip will not be eligible for any reimbursement.

See the Reimbursement Deadline Policy external link icon

Instate Checklist

  1. Have you already created this trip?
    • If yes, locate the existing travel document using either the Travel Authorization Doc Search or Travel Reimbursement Doc Search tool in the Kuali Enterprise Dashboard, accessed via the One.IU link entitled 'Purchasing and Travel Expense Modules.'
    • If your in-state travel includes direct-billed expenses, you should have an existing Travel Authorization document in The Travel System. For assistance location your trip, see instructions in TODD under "How to Search for Trips". Open your Travel Authorization document and click 'New Reimbursement' at the bottom of the page.
    • If you do not have direct-billed expenses, you can click on 'Travel Reimbursement' under 'Activities' in the Travel link of the Kuali Enterprise Dashboard.
    • Detailed instructions for Authorization and Reimbursement creation can be found in TODD under 'I am a Traveler.'
  2. Add Per Diem information, mileage, and any other reimbursable expenses to the Travel Reimbursement Document. Instructions for completing the reimbursement document can be found in TODD under "I am a Traveler".
  3. Submit original receipts and any other supporting documentation substantiating expenses claimed by using the 'send receipts' button found in the 'Supporting Document' tab of the reimbursement document.
  4. Travel Management Services will process the reimbursement request on a first-in-first-out manner based on the date the document is routed to Travel (which does not occur until receipts are uploaded) and ensure that all travel was conducted in accordance with the University's travel regulations. When the receipts have been processed and the travel document has been Final approved (including Fiscal Officer Approval), the traveler will receive reimbursement.

Please Note: Reimbursements that are considered Automatic Trip Reimbursements (ATR) will not route to Travel for approval. The documents will route directly from the initiator to the Fiscal Officer for approval, skipping Travel Management. ATR reimbursements are documents that include mileage only (up to $500) and expenses under $75. For more information regarding ATRs, contact Travel Management Services.

Remember to sign up for Direct Deposit for travel reimbursements through One.IU.

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Out of State Checklist

  1. Out-of-State trips require the completion of a Travel Authorization document in TEM. The Authorization must be created and approved before any reimbursements can be processed, ideally before the trip occurs.
  2. After travel is completed, locate the Travel Authorization document using the 'Travel Authorization Doc Search' in the Kuali Enterprise Dashboard. Scroll to the bottom of the page and click 'New Reimbursement.'
    • Detailed instructions for searching for Travel documents can be found on TODD under 'I am a Traveler.'
  3. Add Per Diem information, mileage, and any other reimbursable expenses to the Travel Reimbursement Document. Submit the document for approval.
    • Detailed instructions for searching for Travel Authorization or Reimbursement creations can be found on TODD under 'I am a Traveler.'
  4. Submit original receipts and any other supporting documentation substantiating expenses claimed by using the 'send receipts' button found in the 'Supporting Document' tab.
  5. Travel Management Services will process the reimbursement request in a first-in-first-out manner based on the date the document is routed to Travel (which does not occur until receipts are uploaded) and ensure that all travel was conducted in accordance with the University's travel regulations. When the receipts have been processed and the travel document has been Final approved (including Fiscal Officer Approval), the traveler will receive reimbursement.

Please Note: Reimbursements that are considered Automatic Trip Reimbursements (ATR) will not route to Travel for approval. The documents will route directly from the initiator to the Fiscal Officer for approval, skipping Travel Management. ATR reimbursements are documents that include mileage only (up to $500) and expenses under $75. For more information regarding ATRs, contact Travel Management Services.

Remember to sign up for Direct Deposit for travel reimbursements through One.IU.

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Non-Employee Checklist

  1. Complete the Non-employee Disbursement Voucher (DV) in KFS. If the non-employee will not be receiving reimbursement for travel expenses, the DV will remain a zero voucher and will not be routed for approval.See TODD for step-by-step instruction on creating the DV. You will find instruction under Nonemployee Travel.
  2. If the DV contains reimbursement expenses to be paid to the non-employee, you will need to route the document for approval.
  3. Expenses must be claimed in USD. If the payee is a foreign traveler and is requesting to be paid in other currencies, use the wire transfer or foreign draft options. Include a page documenting the currency conversion for each receipt.
  4. Print the DV coversheet using the link provided on the DV. Attach the coversheet to the signed Payee Certification Form and all supporting documentation (original receipts, tax documents, etc). The Payee Certification must be signed by the nonemployee and submitted with each nonemployee DV if the individual will be receiving reimbursement.
  5. Upload the DV coversheet, completed Payee Certification, and other supporting documentation via the FMS upload tool. More information regarding the upload process can be found here.
  6. Travel Management Services will approve the DV provided that all travel was conducted in accordance with the University's travel regulations.
  7. If a direct bill was used to charge the non-employee's lodging expense to an IU account, the lodging vendor will mail the invoice to Travel for payment. The invoice must include the nonemployee DV number as well as the department account number. Travel Management Services will process payment to the hotel using the Vendor Payment option in TEM.

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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