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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. 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 trip on the Travel Activity page in the Travel@IU system. Click the green Request Reimbursement button to add your reimbursement requests to the trip.
    • If no, you must create a new trip in the Travel@IU system. View the Instate Reimbursement Tutorial for instructions.
  2. Add Per Diem information, mileage, and any other reimbursement requests to the Travel@IU trip document. Route the document for approval, and be sure to generate and print the trip Coversheet using the button provided on the confirmation page.
  3. Attach original receipts and any other supporting documentation to the trip”s coversheet and either upload using the Electronic Receipt Submission (PDF) process or mail to the address provided on the coversheet.
  4. Travel Management Services will process the reimbursement request and ensure that all travel was conducted in accordance with the University’s travel regulations. When the receipts have been processed and the trip document has been approved, you will receive your reimbursement.

Please Note: Remember to sign up for Direct Deposit for travel reimbursements through the OneStart portal.

Out of State Checklist

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  1. Out-of-State trips require the completion of an authorization document in the Travel@IU system. The trip must be created and approved before any reimbursements can be processed, ideally before the trip occurs.
  2. Locate the existing trip on the Travel Activity page in the Travel@IU system, and click the green Request Reimbursement button. For instructions, view the Out-of-State Reimbursement Tutorial.
  3. Add Per Diem information, mileage, and any other reimbursable expenses to the Travel@IU trip document. Route the document for approval, and be sure to generate and print the Coversheet using the button provided on the confirmation page.
  4. Attach original receipts and any other supporting documentation to the trip”s coversheet and either upload using the Electronic Receipt Submission (PDF) process or mail to the address provided on the coversheet.
  5. Travel Management Services will process the reimbursement request and ensure that all travel was conducted in accordance with the University's travel regulations. When the receipts have been processed and the trip document has been approved, you will receive your reimbursement.

Please Note: Remember to sign up for Direct Deposit for travel reimbursements through the OneStart portal.

Non-Employee Checklist

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  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.
  2. If the DV contains reimbursement expenses to be paid to the non-employee, you will need to route the document for approval. Print the coversheet using the link provided on the DV. To the coversheet, attach the signed Payee Certification Document and all supporting documentation (original receipts, tax documents, etc).
  3. Mail the DV coversheet and supporting documentation to Travel Management Services, Poplars 613, BL campus, or scan the document using the upload instructions on the DV coversheet.
  4. Travel Management Services will approve the DV provided that all travel was conducted in accordance with the University's travel regulations.
  5. 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 the department that initiated the reservation. Once the invoice is received, write the DV number for the non-employee and the IU account number to charge on the invoice and mail it to Travel Management Services. TMS will issue a check payment to the vendor from the Travel System.

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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