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  • Travel Management Services: Indiana University - Travel Forms
    Deposit Reimbursement Orbitz for Business nbsp Non CAS Hotels com Currency Converter News Home Resources Travel Forms Travel Form Descriptions Disbursement Voucher Payee Certification PDF Non IU employee travelers who are requesting reimbursement for travel expenses must complete this form to certify that claimed expenses are IU business related and that the traveler has not received reimbursement from any other source Exception to Policy Form PDF For any unusual items or circumstances that affect the amount of your reimbursement a detailed explanation must be submitted on the Exception to Policy Form Travel Mileage Record Form PDF The mileage record form is used to claim mileage for multiple destinations For example traveling from Bloomington to Kokomo to Indianapolis and back to Bloomington Another example would include trips within a city from building to building Foreign Expense Worksheet PDF Expense incurred during a foreign trip must be submitted on the foreign expense worksheet The traveler must provide additional information concerning foreign expenses including the name of the country the total cost the exchange rate and the equivalent US dollar amount Prepayment Form PDF Complete this form to request travel prepayments via paper check for anything other than IU employee student conference registration

    Original URL path: http://www.iu.edu/%7etravel/resources/travelforms.shtml (2016-04-30)
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  • Travel Management Services: Indiana University - Motor Pool
    Full reservation instructions for arrangers and travelers are provided below Rental and insurance costs for Motor Pool vehicles charge directly to the department account specified when creating the reservation Fuel expenses also charge directly to this account through the use of Motor Pool s Voyager Gas Cards The charges will appear on the designated account as ID 13 billing charges Motor Pool Vehicles Offered Size Daily Rates Weekly Rate Monthly Rate Compact 29 00 203 00 580 00 Mid size 36 00 252 00 720 00 Mini Van 47 00 329 00 900 00 Large SUV 57 00 399 00 1140 00 Cargo Van Outside Agency Rates Apply Pickup Trucks 30 00 210 00 600 00 Contacting Motor Pool top The Motor Pool is located at 801 N Range Road in Bloomington Rented vehicles must be picked up and dropped off at this location The Motor Pool office hours are 6 AM to 5 PM Monday Friday The garage hours are 7AM to Midnight Monday Friday with expanded hours of 6AM to Midnight beginning August 24 2009 Jon Roodschild 801 N Range Road Bloomington IN 47408 Phone 812 855 3300 Email motrpool indiana edu Additional contact information Devonne Nunn Phone 812 855 7412 Email dmnunn indiana edu Instructions for Motor Pool top Create and route a trip in IU s online travel system and obtain a Trip ID number NOTE The Trip ID Number appears on the travel activity page after the trip is approved Navigate to the new reservation page of the Fleet Commander system and indicate who will be using this vehicle rental If you are creating the reservation for yourself select This vehicle is for me If you are an arranger creating this reservation on behalf of a traveler select this vehicle is for Then enter the traveler s network ID in the provided field or use the search link to find and return the correct ID Note The driver and any arranger who would like to enter reservations in the system must have an Active Fleet Commander profile If the usage type options appear make an appropriate selection Select IU Account for trips processed through IU s online travel system Populate the vehicle reservation fields with dates vehicle needs and trip account details NOTE Be sure to enter the IU Trip ID Number in the Trip Number field not the Document ID Enter any additional comments for Motor Pool s attention and then click Next Review the reservation details provided on the Confirm Request page If accurate click Submit Request RESULT Motor Pool finalizes a reservation and sends a confirmation email to the traveler the arranger and the fiscal officer After the confirmation email is received the traveler or the arranger may contact Motor Pool if any changes are necessary Fleet Commander Profiles top Motor Pool s Fleet Commander system requires an active profile for each traveler and for any arrangers that will be completing reservations in the system All Bloomington travelers and arrangers are encouraged

    Original URL path: http://www.iu.edu/%7etravel/traveling/motorpool.shtml (2016-04-30)
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  • Travel Management Services: Indiana University - Per Diem Rates
    Per Diem Rates Policies Rates Per Diem Policies Typically claims for per diem cannot be paid without the original lodging receipt Exceptions are A traveler staying with a relative or friend No receipt because an outside organization paid for all of the lodging If a traveler stayed with a relative or friend enter the name address and telephone number of the person with whom the traveler stayed in the Exception to Policy field found in the destinations section of the Travel IU trip document If an outside organization paid for all of the lodging indicate that in the same Exception to Policy field On a one day non overnight trip the arrival time at work can be combined with travel time when making per diem claims For example if the traveler arrived at work at 8 00 a m started traveling at 2 00 p m returned home at 10 00 p m the calculated travel time is 14 hours In this instance the traveler is eligible for the Non Overnight Over 12 Hours Arrival time after 7 00 p m per diem rate The times 8 00 a m and 10 00 p m in the example above must be shown on the travel reimbursement form when requesting per diem top Per Diem Rates Non Overnight Trips Domestic 2016 rates effective October 1 2015 Trip Duration Amount Per Diem Rates Non overnight trip with a duration less than 12 hours 0 00 Trip is not eligible for per diem Non overnight trip with a duration over 12 hours and return time before 7 00 p m per diem reimbursement Domestic select per diem Foreign select per diem Non overnight trip with a duration over 12 hours and return time after 7 00 p m per diem reimbursement Domestic select

    Original URL path: http://www.iu.edu/%7etravel/traveling/perdiem.shtml (2016-04-30)
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  • Travel Management Services: Indiana University - Reimbursement
    on the confirmation page 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 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 One IU Out of State Checklist top 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 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 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 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 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 One IU Non Employee Checklist top Complete the Non employee Disbursement Voucher DV in KFS

    Original URL path: http://www.iu.edu/%7etravel/traveling/reimbursement.shtml (2016-04-30)
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  • Travel Management Services: Indiana University - News
    pre calculated estimate is not accepted Missing Hotels com confirmation When the IU Hotels com program is used to charge lodging expense to a university account the email confirmation must be submitted along with the reimbursement request form top Orbitz for Business Profile Updates Due to the new TSA initiative Orbitz for Business has updated their site to capture more detailed traveler information As of July 1 2009 travelers and arrangers are able to add the traveler s middle name or initial gender and date of birth to their existing profile information The name entered in the Orbitz for Business profile must match the traveler s government issued identification such as a driver s license Travelers are strongly encouraged to log in to their profile and update this information If the information is not added to the traveler s profile the traveler arranger will be prompted to enter the information each time a reservation is made on the traveler s behalf The ability to update the profile information will be available to travelers and arrangers from July 1 2009 through July 31 2009 After July 31 the information will need to be entered when a reservation is made or the information can be added to the traveler s profile by emailing the information to travelbl indiana edu or calling Travel Management Service at 812 855 2873 top Important Reminders Charging Expenses to an IU Account When charging expenses to a University account for airfare hotel or rental car remember to submit the traveler s Department Travel Authorization form before making reservations through IU s online programs Paying for Another Traveler s Expenses It is against University regulations for travelers to pay for another s travel expenses with the exception of lodging expense Travelers should always call Travel Management Services prior to making other arrangements when they are having difficulty funding their trip Please keep in mind that the University has several programs in place to charge airfare lodging and registration expense to a departmental account More information regarding these programs top TSA Secure Flight Program The Transportation Security Administration TSA is in the process of implementing a program known as Secure Flight The purpose of the program is to enhance the security of domestic and international commercial air travel through the pre screening of passenger information against federal government watch lists For effective screening TSA will begin collecting the traveler s full name including middle name gender and date of birth from travel agencies and airlines The following deadlines are set by the TSA for collecting passenger information By August 15 2009 all airlines and their travel agencies must have the ability to collect store gather and send passenger information for domestic flights to the TSA By October 31 2009 this ability is required for international flights Passenger information must be transmitted at least 72 hours prior to scheduled flight departure time If a reservation is made within 72 hours of flight departure time the passenger information will be transmitted

    Original URL path: http://www.iu.edu/%7etravel/news/travelnews.shtml (2016-04-30)
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  • Travel Management Services: Indiana University - Sitemap
    Prepaid Expenses Registration Prepaid Lodging Travel Advances Designated Travel Agencies DTA Benefits Designated Travel Agencies Airline Online Reservations Creating a New Orbitz for Business Account Getting Started with Orbitz for Business Updating your Orbitz for Business Account Profile IU Air Card Travel Arrangers Orbitz for Business Orbitz for Business FAQs Hotel Online Reservations Get Started with Hotels com How to use Hotels com Hotels com Hotels com FAQs Campus Rental Reservations Get Started with Enterprise Campus Rental Instate Travel Instructions Out of State Travel Instructions Enterprise Campus Rental Request Enterprise FAQs Approved Drivers Traveling by car Personal Car Mileage Rates Approved Drivers Rental Car Big 10 University National Car Program Benefits Car Rental Policies Limousines and Shuttles Taxi Discounts top Airline Discounts How to Charge Airfare to an IU Account Ticketless Travel Policy Hotel Discounts Prepaid Hotel Expenses Lodging Expenses paid by IU Travelers Hotel Notes Discounts Available to IU Travelers Rental Car Discounts Rental Cars Car Rental Policies Limousines and Shuttles Taxi Policies top Instate Policies Out of State Policies Making Out of State Travel Arrangements Processing Out of State Reimbursement Claims Foreign Policies Ticketless Policies Group Policies Combining Business Personal Policies Non Employee Policies To an individual To

    Original URL path: http://www.iu.edu/%7etravel/resources/sitemap.shtml (2016-04-30)
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  • Travel Management Services: Indiana University - About
    options for parking rental vehicles on campus Indiana University has requested that travelers use their own campus parking permits and place them in the rental vehicle If a traveler does not have a personal permit the University has provided Enterprise Rent A Car with hang tags to distribute for campus parking These tags are available at the main campus locations only 8 How are Parking Tickets Handled top Travelers will be responsible for any parking tickets or moving violations they receive while traveling in rental vehicles 9 How Do I Reserve a Vehicle top All reservations must be made through the University s travel website As travelers reserve through the travel website you will be issued a Trip and be directed to the Enterprise Rent A Car website You will then have to select if your trip is going to originate in Indiana or outside Indiana Once on the Enterprise Rent A Car website you can select which location you wish to rent at your dates and times of travel and the size vehicle you wish to rent Please make sure all reservations are made under the name of the individual that will actually be picking up the rental vehicle Please be sure to select a specific time at which you will be picking up the rental vehicle If your pickup time needs to be changed feel free to call the rental office directly or change your pickup time online 10 Once I have submitted the rental request web form from the Travel website how long will it take to receive an email containing the link to Enterprise that I will use to book my rental car reservation If it is a regular business day and you ve submitted your request between the hours of 8 00 a m 4 00 p m you will receive an email notification containing the Enterprise link within two hours If it is a regular business day and you have submitted your request after 4 00 p m your request will be processed by 9 00 a m the following business day 11 How Is My Fiscal Officer Notified Whenever I Make An Enterprise Rent A Car Reservation or Cancellation It is up to the traveler or travel arranger to forward reservation and or cancellation information to the fiscal officer of the account being used to charge the rental vehicle Enterprise Rent A Car personnel do not have access to University systems and therefore cannot determine the fiscal officer assigned to University accounts in which to transmit reservation information 12 Explain the Pick up Delivery Service top If you need Enterprise Rent A Car to bring a vehicle to you please reserve your rental via the University s travel website then call your local Enterprise Rent A Car office directly to work out your pick up or delivery needs Delivery of vehicles will be specific and unique to each of the different IU campuses Parking availability and permits will require thorough communication if a delivery is required Please be sure to speak directly with your local Enterprise Rent A Car office to work out these details if this service is needed 13 Do I have Insurance Coverage Through the Enterprise Campus Rental Program top Full Collision Damage Waiver and Supplemental Liability Protection coverages are included in the rates for business rentals Do not take out any additional insurance coverages 14 What are the Different Types of Vehicles Available Through Enterprise top Enterprise Rent A Car carries a wide range of vehicles from which to choose We carry everything from economy size vehicles to trucks and vans Most of these vehicles can be reserved via the normal online reservation system If a vehicle does not show it is available to be reserved online please contact your local Enterprise Rent A Car office For any box truck or ¾ ton pick up truck need please call the on campus motor pool office at 812 855 3300 Only call the on campus motor pool office in Bloomington for these specialty vehicle needs All other size classes of vehicles need to be reserved via the travel website 15 How is the Payment for Rental Vehicles Handled top All rentals originating inside Indiana will be paid for by the University with a Ghost credit card The traveler will not be required to provide a personal credit card However you must have a valid Trip for the university to pay for the rental All rentals originating outside the state of Indiana need to be paid for by the traveler with a personal credit card 16 How can a Traveler Receive a Trip for Travel top Travelers need to reserve vehicles via the University s travel website to receive a trip 17 What Happens if I Rent Without a Trip top We will be able to rent to and provide the proper rates to all IU renters even if they do not have a trip However without a trip Enterprise Rent A Car will not be allowed to bill the University for the rental and the traveler will need to use a personal credit card to secure the rental 18 Are Additional Drivers Allowed top For any business travel rental the University will not allow any non University related individuals to be listed as an additional driver 19 How are Personal Rentals Handled top Personal use discounts are available throughout the world for anyone affiliated with Indiana University The discount code to reference to receive this discount is XZ08038 You can take advantage of this discount by calling any local office directly calling 800 736 8222 800 Rent a car or visiting www enterprise com If you use www Enterprise com be sure to enter the XZ08038 discount code on the first page When prompted for a 3 letter pin simply enter the first three letters of the account s name IUB 20 What if I Need to Cancel my Reservation top If a traveler needs to cancel an existing reservation

    Original URL path: http://www.iu.edu/%7etravel/resources/faq.shtml (2016-04-30)
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  • University Institutional Research and Reporting
    Resources About Us Newsletter Ad Hoc Request Featured Reports RSS 2016 Spring Enrollment Reports 2015 Fall Enrollment Reports Official 2015 Beginner Profile 2015 Fall Enrollment Reports First Day 2014 15 Degree Completions 2008 Cohort Graduation Rates Reports 2015 Persistence to the Second Semester Reports Campus Links Institutional Research by Campus Bloomington Registrar s Reporting Services Budgetary Administration Planning Columbus East Fort Wayne Indianapolis Kokomo Northwest South Bend Southeast Copyright 2016

    Original URL path: https://www.iu.edu/~uirr/ (2016-04-30)
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