Jump to: main menu, content
IU

UNIVERSITY INFORMATION TECHNOLOGY SERVICES

UITS Finance Office

Home/Travel

FAQ's - General Travel Questions

  1. How do I get to the Travel@IU System?
  2. What happened to the UITS Self-Serve Travel System?
  3. Can someone arrange trips for me?
  4. What can I do in the IU Travel System?
  5. What kind of turn-around time can we expect for request approval?
  6. How do I book an airline ticket?
  7. Are Orbitz rates better than the rates I can get through public travel sites?
  8. My plans changed after I bought a ticket. How do I change it?
  9. How much can I spend on a flight?
  10. Will I be charged a transaction fee for a cancelled trip?
  11. Is there a preferred booking site?
  12. Do I need an account for hotels.com?
  13. How much can I spend on lodging?
  14. Will IU pay the internet access fee at my hotel?
  15. Can I use the hotels.com IU account for my personal travel?
  16. I have a friend in the city where I'm going. Can I stay with my friend instead of a hotel?
  17. What car size can I get?
  18. Should I get the insurance they offer?
  19. What time can I pick up a rental car?
  20. Can I take a limousine to the airport?
  21. Does IU reimburse for each meal or are meals reimbursed with a per diem?
  22. What do I do with my flight credits?
  23. Can I extend my trip to include personal days?
  24. My conference gets over late in the day. Are there IU rules about how far in advance I can travel to the conference, or how long after I can return?
  25. What is an IU Travel Credit Card?
  26. How can I pay for a conference?
  27. Can I rent a bicycle?

 

  1. How do I get to the Travel@IU System?
    Access IU Travel System via OneStart by selecting the Services tab and clicking the Travel@IU link. You may also click on the following link: https://onestart.iu.edu/my2-prd/portal/134677
    Back
  2. What happened to the UITS Self-Serve Travel System
    The UITS Self-Service System is only used for non-employee trip requests. All other trip requests should be submitted on the Travel@IU system.
    Back
  3. Can someone arrange trips for me?
    A traveler may have one or more arrangers. Before an arranger can submit a travel request on behalf of a traveler, the arranger must request to add a new traveler by selecting Add a New. The traveler must approve the arranger request in his/her Workflow/Action List for Pending Authorization. Also, the traveler may designate the level of approval for the arranger. The traveler may choose to approve requests or receive an FYI only before routing to the next level.
    Back
  4. What can I do in the IU Travel System?
    Travel@IU gives travelers and/or their arrangers the ability to initiate the following travel requests:

    • Travel Authorization ID Requests - Before an arranger or traveler can make travel arrangements, he/she must request for a Travel Authorization ID by selecting Create a New Trip. Fill out all the required information and submit for approval. Once the request is approved, you will receive an e-mail notification and view the approved trip authorization ID number. You will need the six-digit number to book all your travel arrangements on Orbitz, hotels.com, and limo service.
    • Prepayment Request - During the process of requesting a Trip Authorization ID, you have the option to simultaneously request a Prepayment for conference/registration fees, lodging deposit and travel advance (for international and student group travel only). Fill out the section Trip and Prepayment Detail.

      Print the Prepayment Confirmation and mail to Travel Management Service at Poplars 120 along with the Registration Confirmation/Receipt.

      You may view the status of your request by opening up Prepayment Request underView My Trips.
    • In State Reimbursement Request - Start by going to Create a New Trip and select the In State button. For trips between campuses, you may fill out the trip origin and destination only and the system will automatically calculate the mileage after you hit the REFRESH button. Or you may enter the actual mileage, SAVE, hit the EDIT button next to DESTINATION. Hitting the REFRESH or EDIT buttons will repopulate the mileage box and assure smooth processing of your request.

      Be aware that if you enter less mileage, the system will pay you as you have submitted. But if you enter more mileage, the system will automatically correct it and pay you the lesser amount. Mileage reimbursement is calculated from your official work station or home address, whichever is closer to your destination.

      You may also submit a multi-trip and multi-destination In State Reimbursement. This request will require a mileage record.

      http://www.indiana.edu/~travel/pdf/travel_mileage_record.pdf

      List all the trips that you have taken. Follow the process above and select "OTHER" from the reimbursement choices. Leave the Total Amount as $0.00 and enter 1 for the Number of Receipts (referring to the mileage recorder). Save and Route for approval. A cover sheet will be generated and should be mailed to the address provided along with all original receipts for the expenses you are claiming.
    • Out of State Reimbursement - Start by going to View My Trips and click onReimbursement Request for the specific trip you would like to receive reimbursement. Fill out the required information such as the actual cost of expenses you want to claim. The system will ask you to enter all the expenses and the number of receipts that will accompany this request. In the event that you need to submit an Exception to Policy for a Lost Receipt or Out of Policy Expense, provide an explanation in the Exception to Policy field. Review the cost summary provided, then Save and Route for approval. A cover sheet will be generated and along with all your receipts mail these to the address provided. Please retain a copy of all receipts. 

      Notes: Travel Management requires a Proof of Lodging to calculate per diem. Always submit a hotel reservation confirmation or a hotel receipt regardless of whether the bill was paid by you or IU. Internet and Parking charges on hotel receipts should be claimed under Others and Parking. Bike Rental may be reimbursed provided a justification/exception to policy is included in the request. Otherwise, you have to submit a Supplement Request for whatever unpaid claims you have made.
    • Supplement Request - Submit a supplement request for additional expense that you wish to claim. Go to View My Trips and select the Request Supplement button . Add the specific expense and follow the same process as in the Reimbursement requests above.
      Back
  5. What kind of turn-around time can we expect for request approval?
    Once the request routes to all levels of approval, you will receive an e-mail notification. Go toView My Trips and view or take action on any request you have submitted. You will see various options such as "Approved Authorization/Prepayment", "Request Reimbursement/Supplement". Always check your View My Trips for the latest status of your requests.
    Back
  6. How do I book an airline ticket?
    You must create an account on Orbitz for Business (https://www.orbitzforbusiness.net). Making arrangements with designated travel providers such as Orbitz and hotels.com eliminate the use of your personal credit card as both agencies will bill/invoice the IU account.
    Back
  7.  Are Orbitz rates better rates than I can get through public travel sites? 
    Substantial cost savings accrue to the University when travelers make their bookings through Designated Travel Agencies. Although this is preferred, you may make travel arrangements with any other travel providers. The advantage of the former is that it direct bills IU and you don’t have to use your personal credit card or request for reimbursement for the same. In cases when the price range is so varied, we require that you print 2 or 3 price options and submit these along with your reimbursement request. We rely on your sound judgment to pick the most reasonable one.
    Back
  8. My plans changed after I bought a ticket, how do I change it?
    If you made your reservation with Orbitz, contact them immediately to make the necessary changes. You may request to apply the cost of the ticket to future trip. Like other providers, Orbitz will not refund any unused tickets unless you bought a refundable ticket to start with. A minimal fee will be charged for changes made.
    Back
  9. How much can I spend on a flight?
    IU approves economy (coach) class and will only reimburse for that type of fare. In some cases, an Exception to Policy will be made for out-of–range air fare or medical reasons.
    Back
  10. Will I be charged a transaction fee for a cancelled trip?
    Travelers are expected to take advantage of preferred carrier agreements when making decisions regarding flights. Penalties, which apply to changes and cancellations of non-refundable tickets, are reimbursed if the change is made for business, rather than for personal reasons. Otherwise, a minimal fee will be charged.
    Back
  11. Is there a preferred hotel booking site?
    In an effort to better serve its employees, the University has teamed with hotels.com to offer travelers a convenient, cost-effective means of booking hotel reservations. You no longer have to personally incur hotel expenses and request reimbursement after your trip. By using hotels.com for university business travel, you can charge hotel expenses to an IU departmental account using a Trip Number for In-State travel and Out-of-State travels or a Disbursement Voucher number for Non-employee travel.
    Back
  12. Do I need an account for Hotels.com?
    Yes, you should sign up with hotels.com. It is convenient and easy and allows you to charge your reservation to our new IU Hotel Credit Card. You no longer need to use your personal credit card.
    Back
  13. How much can I spend on lodging?
    Hotel rates vary due to several factors ( big or small city, peak or lean season). Again, the basic rationale underlying all University travel regulations is to incur the lowest practical travel expense while completing the travel process in an efficient and timely manner. We have the duty to exercise care to avoid impropriety. University administered funds should never be used for personal gain.
    Back
  14. Will IU pay the Internet Access fee at my hotel?
    Internet fees and non-personal phone charges are both reimbursable. Although the charges appear on the lodging receipt, both charges should be claimed under OTHER EXPENSES (not under LODGING). 
    Back
  15. Can I use the Hotels.com IU account for my personal travel?
    Yes, but you will need to charge your personal credit card. 
    Back
  16. I have a friend in the city where I'm going. Can I stay with my friend instead of a hotel?
    If the traveler stayed with family or friends, fill out the Exception to Policy box and note the name, address and phone number of the individual whom you stayed with. This will serve as your Proof of Lodging and supporting document for Per Diem calculation. 
    Back
  17. What car size can I get?
    The University requires that you obtain the most economical and practical model appropriate for your travel vehicle. Take advantage of IU Preferred car vendors such as Enterprise and National. Avoid high refueling costs charged by the rental agency by refueling prior to returning the vehicle and avoid one way or drop off charges whenever possible. 
    Back
  18. Should I get the insurance they offer?
    IU travelers are covered by the University's insurance while on business travel. Additional insurance is not needed (not reimbursable) except for travel in Mexico, Ireland and Puerto Rico. Full Collision Damage Waiver and Supplemental Liability Protection coverage are included in the rates for business rentals. Do not take out any additional insurance coverage.
    Back
  19. What time can I pick up a rental car?
    If you need to leave for a trip prior to our office opening in the morning you are allowed to pick up the rental vehicle the night before your trip. If you pick your vehicle up between the hours of 4:00 pm until close of business we will not start the rental charges until your trip begins the following morning. We refer to this service feature as a “Jump Start” as we are starting the rental charges at a time later than we you take possession of the rental vehicle.
    For example: A traveler wants a vehicle at 4:00am on a Tuesday morning. This traveler may pick up the rental on Monday evening between 5:00 pm and 6:00 pm and we will not begin the rental charges until 5:00 am the following morning.
    If you need to return a rental vehicle after our office is closed, there is a drop box for the keys. Most Enterprise Rent-A-Car offices have drop boxes for this particular need. DO NOT lock the keys in the vehicle as we only carry one set of keys per vehicle. 
    Back
  20. Can I take a limousine to the airport?
    Travel to and from the Indianapolis Airport is the only circumstance where a limousine service is approved. Giving the limousine service an account number, department code and the department's request number (or the non-employee FIS number) is all that is required by the department to initiate payment. It is appropriate to include a $10 tip (this will cover the tip for roundtrip), the tip can be added to the amount that will be charged to the account. If the tip is going to be added to the department's bill, be sure to inform the traveler. Requesting a private limousine and the additional costs associated with a private service is not compensated by IU. 
    Back
  21. Does IU reimburse for each meal or are meals reimbursed with a per diem?
    Travelers whose trip is longer than 12 hours in duration are entitled to Per Diem (an amount provided for food allowance). The amount a traveler can expect to receive is based on the time and location (city, state) of the trip. To claim per diem, the traveler must provide departure and return times. Also, indicate the number of conference-provided meals taken by the traveler. 
    Back
  22. What do I do with my flight credits?
    IU will not reimburse you for any travel expenses paid by your personal flight credits. 
    Back
  23. Can I extend my trip to include personal days?
    The dates of travel should reflect the entire time of travel including any personal business dates such as vacation (regardless if the personal time was before, during or after). Personal days should be either taken before or after the trip but not on both times. If personal time was involved in the itinerary, check yes in the appropriate box and supply the specific dates that were spent on non-IU business.
    Back
  24. My conference gets over late in the day. Are there IU rules about how far in advance I can travel to the conference, or how long after I can return?
    Business travelers are allowed a maximum of two full days of paid travel time to and from their official business location – one day before and one day after. 
    Back
  25. What is an IU Travel Credit Card?  
    A corporate credit card allows you to keep business expenses separate from personal expenditures. For those who travel a great deal, having a separate record for business expenses can be helpful for maintaining personal finances, as well as for submitting accurate and complete travel reimbursement requests following a trip. If you obtain a corporate credit card, you are responsible for paying your bill each month including interest and late fees. IU will reimburse you for any covered travel expenses incurred.
    The completed application will be verified and approved by Travel Management Staff prior to being processed by American Express. Please allow two weeks from the time the application is submitted to Travel Management Services for delivery.
    Back
  26. How can I pay for a conference?
    There are several ways to pay to attend a conference.
    • Request Prepayment in travel@IU. During the process of requesting a Trip Authorization ID, you have the option to simultaneously request a Prepayment for conference/registration fees, lodging deposit and travel advance (for international and student group travel only). Fill out the section Trip and Prepayment Detail . Upon submission of request, it will route to the next levels of approval namely the sub-account manager, UITS Fiscal Officer and then Travel Management. Print the prepayment confirmation and mail to Travel Management along with the registration confirmation or invoice. You may view the status of your request by opening up “Prepayment Request" on VIEW MYTRIPS.
    • Pay with IU Procurement Card. Conference/Registration fees that require immediate payment may use the IU Procurement Card. Contact you administrative assistant or Accounts Payable of the UITS Finance Office at uitsap@indiana.edu for details.
    • Pay with a Personal Credit Card
    Back
  27. Can I rent a bicycle?
    IU Travel Management and the UITS Finance Office have confirmed that when a staff member or student is flying at University expense as part of business travel it is permissible to rent a bicycle for local transport at the travel destination and have that expense be reimbursed as a travel expense. This provides an option that is generally greener and healthier than use of a car when it is practical and preferred by the traveler. There are a few guidelines to bear in mind ...
    • The purpose at hand is to provide an option to car rental as a means for local transport when they fly to another city.
    • One would not expect that a traveler would rent a car and a bike since that would constitute two different and redundant means of local transport.
    • There may be circumstances when a person intending to use a bicycle for local transport may need a cab, but it is unlikely that Travel Management would cover reimbursement for a bicycle as local transport if a person also had two taxi receipts per day.
    • This is new for OVPIT and Travel Management, hence an Exception to Policy must be provided to justify the bike rental.
    Back