Indiana University

Finance Office

Travel

Booking a Trip for the First Time

    I. SECURE APPROVAL

  • The first step in the process of booking a trip is to complete a trip request (url here)
  • Have the account and sub-account information available to enter on the form.
  • Enter your personal information and justification.
  • Next, obtain estimates for the various aspects of your trip. To do this you need to estimate the cost of:
    • 1. Ground transportation to the airport
    2. Airfare
    3. Hotel costs
    4. Registration fees for a conference or meeting
    5. Per diem based upon the guidelines
  • Once you submit the form, it will be routed to the sub-account manager, director, and the finance office for approval.
  • After approvals have been made, go back to the website and open the trip by clicking on the url in the email message
  • Now a travel authorization number has been assigned to the trip. You will be able to book your trip by using this number.

    • II. BOOK YOUR TRIP

  • For specific instructions about booking each aspect of your trip see:
    http://www.indiana.edu/~uitsfin/travfaq.html
  • Please Note: Make sure to print the 1st page of the airline search and Hotels.com page (if used) results to submit with the travel reimbursement.

  • Print the travel authorization form and sign the document. Send the document to the UITS Finance Office, attention Travel, 2711 E. 10th Street, Bloomington, IN 47408, or drop itoff the document in the mailbox inside the front door of the Finance Office at WCC.
    • In-state trips do not require an authorization except
  • if the traveler wishes to request prepayment of expenses,
  • or if an overnight stay is required.
  • The UITS fiscal officer must sign the form before it is forwarded to the main IU Travel Office.
  • A Travel Reimbursement Request form will automatically be sent to the traveler three days prior to the return date designated on the travel authorization form. If you do not receive this form, contact IU Travel Management at 855-2873.
  • Travelers should visit the Staff or Faculty Tools page in OneStart to sign up for direct deposit of travel reimbursements prior to traveling, in order to facilitate their reimbursement. A valid network ID is needed in order to sign in.and tThe direct deposit sign-up link is in the 'My Finances' channel.
  • Please Note: Direct deposit of travel reimbursements will soon be required for all IU faculty and staff travelers. Travel reimbursements may be credited to a different account than payroll if desired.
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