Associate VP, Office of Procurement Services
Travelers are expected to spend university funds prudently (and in accordance with sponsor requirements when the travel is supported by a sponsored award) and to request reimbursement for all travel expenses on a timely basis. Reimbursement requirements are as follows;
|Airfare||Yes, regardless of amount||Receipt must show airfare segments|
|Lodging||Yes, regardless of amount||Receipt must be itemized|
|Meals – Individual Travel||No, regardless of amount||Expense paid as per diem|
|Meals – Student Group Travel||Yes, regardless of amount||Receipts must be itemized|
|Rental Vehicle||Yes, regardless of amount||Receipt must be itemized|
|All other travel expenses||Yes – if $75 or greater|
No – if under $75
*NOTE: Lodging of a personal nature is not reimbursable. For example, if lodging for a family member resulted in additional lodging costs, only the employee’s portion of the lodging would be eligible for reimbursement.
|Per Diem (Meal allowance)|
|Privately Owned Aircraft|
|Exceptions to Requirements for Economy Coach Air Travel|
|Air Travel Reimbursement when Supported by Federal Grant Funding|
|Student Group Travel|
Appropriate: An expense that is suitable or fitting for a particular valid business purpose.
Allowable Expense: a necessary, reasonable and appropriate expense incurred for the primary benefit of university business and therefore permitted to be reimbursed or directly charged based on the permission of the university or by the terms of the federally or privately sponsored agreements.
Business Travel: Travel for the purpose of conducting business for the sole benefit of the university.
Necessary: Minimum purchase or service required to achieve a particular business objective.
Official workstation: The primary physical location(s) where the majority of work is conducted.
Unit leader: The director or vice president for an administrative unit, the dean of an academic unit, the Vice-Chancellor of administrative services of the campus, or the delegate of one of these individuals.
Out-of-Pocket Expense: An expense incurred by the traveler and paid with personal funds during the trip.
Per Diem: An allowance determined by the U.S. government to cover meals and incidentals while traveling for business purposes. Per Diem amounts are published by the General Services Administration (domestic) and State Department (international) and are specific to major cities.
Reasonable Expense: An expense that is ordinary and reflects a prudent decision to incur the expense on behalf of university business; not extreme or excessive.
Segment of the trip: Non-stop in flight continuous travel from one point to another point.
University preferred vendors: Vendors with whom Indiana University has an established business relationship and, in most cases, negotiated pricing and other benefits.
Travel Advance: Advance payment to the traveler to pay for travel expenses when other payment options are not available or do not meet the business need.
Indiana University prepayment programs: Programs established by Indiana University to allow payments to university preferred vendors via a direct bill process whereby a university account is used to charge the business travel expense. These programs include Designated Travel Agencies, online booking tools, and ground transportation providers.
Travel Meeting Card: An Indiana University corporate credit card that is used to pay approved travel expense for student group travel. The meeting card is for student group travel only. Eligibility for the credit card will be determined by Travel Management Services and will be based on the purchase needs of the group requesting the card.
|Travel Management Services||Travel Stafffirstname.lastname@example.org|
|Office of Research Administration for Federal or other external funding questions||Bloomington Office of Research Administrationemail@example.com|
|Office of Research Administration for Federal or other funding questions||Indianapolis Office of Research Administrationfirstname.lastname@example.org|
|University Tax Services||IU Taxpayeremail@example.com|
|Office of Insurance, Loss Control & Claims||Kutina Englandfirstname.lastname@example.org|
This policy was established on October 1, 1990.
Revised to add scope November 2016.
This policy was updated August 2, 2018.
This policy consolidates the following historical policies;