Travel Management ServicesPurchasing | Supplier Diversity

Effective August 1, 2021, it is recommended, though not required, that Employees book travel through an IU Designated Travel Agency for cost savings plus other services and benefits provided by IU contracted agencies and suppliers.

Yes. Hotel accommodations can be reserved through a conference organizer and paid with personal funds. Pre-approval will still be required to request reimbursement via a Chrome River travel expense report.

Yes. Non-employee travelers may arrange their own travel and request reimbursement from IU by submitting receipts to your department. Pre-approval will still be required to request reimbursement via a Chrome River travel expense report.

It is recommended, though not required, that you use approved ground transportation providers.

Note: Presence in any confined space with others for lengthy periods of time increases risk.

The car rental shortage is expected to last through the end of the year. We recommend that you follow these guidelines as soon as you are aware of the need to travel to ensure reasonable cost and availability:

• Visit the Enterprise Rent-A-Car microsite for rates and eligibility.
• Enroll in Enterprise/National Emerald Club for priority service, car selection, earned upgrades, and rental days.
• Make a reservation as soon as possible.
• Help others. If you no longer need your reservation, cancel the reservation so the car is available for someone else.

Any university-affiliated travel expenses, funded in whole or part by IU or IU Foundation funds, including grant funds, require Chrome River Pre-Approval.

Note: Travel is university-affiliated if it is undertaken within the scope of the traveler’s role and responsibilities at IU, regardless of the source of funding for the trip.

Chrome River report types requiring pre-approval:

• Employee Travel
• Student Travel
• Non-Employee/Non-Student Travel
• Recruiting Travel
• Student Group Travel

No. Virtual conference registration fees should be paid with a P-Card and reconciled via the P-Card Reconciliation Report, or, paid with personal funds and reimbursed through the Out of Pocket Reimbursement Report in Chrome River.

Yes. IU’s Accountable Plan states that the reimbursement must be a business expense and not a personal benefit (that is, necessary, appropriate to the activity, reasonable in amount, serve a bona fide university purpose).

Note: Do your research before investing in trip cancelation insurance as cancellation fees may be cheaper than insurance. You may be asked to provide a cost benefit analysis in your reimbursement report to substantiate reasonableness.