iu travel reimbursement policy

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Office of Finance, Administration & Budget

Travel management services.

IU Travel Management Services provides an efficient, cost-effective travel management program to assist faculty and staff with IU-sponsored travel and expense reimbursement. Find information on booking IU-paid travel, discounts, policy and procedures, and tips for faster reimbursement. Visit the  Travel Management Services website.

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• Travel, FIN-TRV-01
• Reimbursement Under the Accountable Plan, FIN-ACC-620
• Who Can Use University Vehicles, FIN-INS-07

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Travel Reimbursement Deadline Policy

FIN-TRV-3.0

Policy Statement

Reason for policy, definitions, additional contacts.

• Related Information

About This Policy

Tammy Bean Director of Travel Travel Management Services tbean@iu.edu

All travelers seeking reimbursement for travel expenses from the university.

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Travelers (employee and non-employee) will have 60 days from the return date of their trip in which to submit travel reimbursement claims. Reimbursements submitted after this 60 day period will require written justification with travel receipts. After 120 days from the return date of the trip, there will be no reimbursement. As with all travel reimbursements, Indiana University Foundation funds may not be used to directly pay for travel reimbursements.

The policy is to prompt travelers to complete their reimbursement documents within a reasonable time frame. This allows expenses to be recorded in a timely manner pursuant to generally accepted accounting principles and to support accurate and timely contract and grant reporting.

In addition, the IRS safe harbor guidelines for deeming expenses as substantiated under an accountable plan within a reasonable period of time is 60 days.

In order to receive reimbursement, an accurate and complete trip document must exist in the on-line travel system and the appropriate receipts must be submitted to Travel Management Services.

Reimbursements must be submitted within 60 days of the return of the trip.

If the trip document is completed after the 60 day limit, or the associated receipts are submitted after this limit, a written justification must be provided with receipts to justify the late submission. If the facts and circumstances do not justify the late reimbursement request then the payment will be considered income subject to withholding for employees. Taxable payments will be reimbursed through the travel system. The taxable amount will be added to the employee's next available paycheck for tax withholding.

Reimbursement policies and procedures apply to all employees and non-employees who provide services to the University and who will be reimbursed for University approved travel and related costs. In order to ensure compliance, it is the department's responsibility to inform non-employees who provide services of the University's travel policies and procedures prior to the non-employee's visit. Volunteers and prospective faculty and staff are not subject to this policy.

Request for reimbursement after 120 days will not be allowed.

Travel Management Services will consider extenuating circumstances such as natural disaster, civil unrest, etc.

Accountable Plan: An IRS plan that allows employee reimbursement of business expenses to be excluded from an employee's gross income. To be covered under an accountable plan the reimbursement must be for a business purpose, must be substantiated in a reasonable period of time and any advances in excess of expenses be returned to IU in a reasonable time.

Tax Withholding: Travel payments that are considered taxable because they were not properly substantiated will be subject to tax withholding. Travel will reimburse the approved amount and the payroll taxes will be withheld from your next available paycheck. This will reduce the employee take home pay.

Volunteer: A volunteer is an individual who performs services for the University without receiving compensation for those services. A volunteer may be subject to other Travel policies if being reimbursed by the University, but they are not governed by this travel reimbursement deadline policy.

University faculty , staff , agents and students that must be reimbursed for University travel must do so prior to sixty (60) days after the return of their trip. After sixty (60) days, they must provide a written justification with their receipts. A lack of a justification will lead to the reimbursement being treated as taxable wages.

No reimbursement will be provided after 120 days of the return date of the travel.      

This is a revision of this policy which removes the sanction of reimbursing as taxable supplemental pay through the payroll system. This revision assures compliance with travel reimbursement requirements on federal grant funds.

Please note: This is an archived version of the policy. View the current version.

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• ADA Accomodation Approval : used by departments to confirm doctor statement(s) are on file that support ADA accomodations for a traveler.
• Private Car Request : used to request private car service. Some restrictions apply.
• Travel Mileage Record : used to track 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.
• Non-Employee Traveler Form : Use this one-page PDF form to collect necessary contact information from your non-employee travelers to establish a supplier record in BUY.IU for use in Chrome River, or to establish a guest traveler account in Egencia.
• Traditional Non-Employee Traveler Worksheet : This PDF form solicits contact information and travel preferences from non-employee travelers.
• Select the following options:
• I am a... Traveler or Arranger
• I need help with: Non-Employee Travel
• Choose a topic: Request an Egencia Guest Profile

Calculators

• Individual Cash Advance Calculator : complete this Excel table to calculate total Cash Advance allowance. Instructions are located in the Excel file.
• Student Group Travel Cash Advance Calculator : a similar Excel table used to calculate total Cash Advance allowance for student group travel. Similarly, instructions are located in the Excel file.

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Mileage Reimbursement FAQ

Monday, August 22, 2022

Mileage reimbursements cover wear and tear on personal vehicle, fuel, and insurance costs. The reimbursement rate is set each year by the IRS and is automatically updated by the mileage calculator in Chrome River. You can also find the IRS mileage rate on the Chrome River home page, pictured below.

What is mileage?

If you drive your personal vehicle on IU business trips, you can claim a mileage reimbursement. Mileage does not cover your daily commute to and from your workstation but serves to reimburse IU travelers for using their vehicle for business travel.

Travelers may not request both a fuel reimbursement and a mileage reimbursement. The reimbursement for mileage is generally higher than the amount of a fuel reimbursement since it includes insurance and wear & tear. Since fuel is built into the cost of mileage, reimbursing fuel and mileage would be double dipping.

Did you know?

The mileage reimbursement rate changes after 500 miles. After 500 miles, a lower reimbursement rate is used. For example, in the latter part of 2022, the first 500 miles of travel are reimbursed at a rate of $0.625/mile. After 500 miles, the rate is reduced to $0.3125/mile.

Best Practices

All mileage claims related to one trip should be combined to one single expense line on your Chrome River expense report, regardless of how many days the trip was or how many miles were driven. If multiple mileage expense lines are used, the system will not use the correct reimbursement rates and the report will be returned to the submitter for correction. Mileage is calculated per trip, not per day. 

Accumulated Mileage

Accumulated mileage is a type of reimbursement that covers multiple trips (such as monthly campus-to-to campus visits or known clinical reoccurring rotations) submitted on a single reimbursement report. This expense is claimed via the Accumulated Mileage expense tile in Chrome River. These reports are usually submitted on a weekly to monthly basis depending on the number of trips.

Visit the Reimburse Mileage page to learn how to submit a mileage reimbursement report in Chrome River.

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Policy Changes

As we incorporate clinical learning opportunities that allow medical students to complete their training in centers of medical education around the state, medical students will be provided housing and/or reimbursed for required travel in accordance with the following guidelines:

• Payment as described below will be provided for medical students who are required by the IU School of Medicine to travel to another campus (away from “home base” site) to complete mandatory learning or assessment activities (i.e. required clerkship rotations, OSCE, inter-session, orientation, etc.).
• Lodging may be provided through IU School of Medicine for those medical students who travel to locations beyond a fifty (50) mile radius of the student’s official “home base” site or residence, whichever is less.
• Lodging needs must be verifiable, based off of a student’s schedule for Medical Student Education requirements.
• Submit the  MSE Housing Request Form  for Indianapolis lodging requests for required educational responsibilities.
• For all regional campus housing requests, students should work directly with respective regional site coordinator.
• Shared housing is typically not available at this time, unless specifically requested by both students staying for a verifiable IU School of Medicine purpose.
• As appropriate, student lodging will be paid upfront by hosting site.

Mileage Reimbursement

• Mileage may be reimbursed for medical students who are required to travel to locations beyond a fifty (50) mile radius of the student’s official “home base” site or residence, whichever is less.
• Mileage reimbursement must be pre-approved prior to travel by “home base” site.
• Submit the Mileage Reimbursement Request Form for students whose “home base” is Indianapolis.
• For all regional campus mileage reimbursement, please direct questions to respective regional site coordinators.
• Mileage is reimbursed according to Indiana University travel policies and through credit to your bursar account.
• Ride sharing cannot be encouraged at this time, unless the Community Responsibility Acknowledgement guidance is adhered to.
• Mileage reimbursement requests must be received within 120 days of the travel start date or sooner. Anything requested after 120 days of the start date will not be reimbursed.
• Reimbursement is limited to one round trip per rotation regardless of rotation length.
• Coordinators who are facilitating paid parking will communicate parking options to student prior to travel dates.
• Per diem is not provided.

Process Examples

Example 1: Student is required by school to attend event (e.g. 3rd year required clerkship, inter-session) in Indianapolis.

• Student will complete lodging request no less than two business weeks before requested stay; by submitting the MSE Housing Request form .
• Indianapolis travel coordinator will review housing request, ask follow-up questions as-needed, set up housing, and communicate approval and travel details to student.
• Pre-approved travel will be reimbursed for student mileage per guidelines.

Example 2: Regional student is required by school to attend rotation at regional campus more than 50 miles away.

• Rotation coordinator will communicate student name, travel date(s), and purpose for travel to the regional campus travel coordinator. (Please notify the regional campus as soon as the need is identified!)
• Regional campus travel coordinator will review housing request, ask follow-up questions as-needed, set up housing and parking arrangements, and communicate approval and travel details to student and other coordinator.
• Indianapolis travel coordinator will reimburse student mileage as per guidelines.

Example 3: Student is assigned to a pediatrics rotation in Indianapolis and home base is a regional campus

Guideline: If you are assigned to a clerkship rotation away from your home campus, then the school will provide housing.

Example 4: Student selects an elective neurology rotation in Indianapolis and home base is a regional campus.

Guideline: If you choose to take an elective away from your home campus, the school does not provide housing.

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Reimbursements

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Purchasing Travel | Supplier Diversity

Employees, students, and suppliers may be reimbursed for purchases made using personal funds in the course of doing business with IU. Reimbursements are issued via different mechanisms, depending on which of the previous categories the expense owner belongs to.

Employee reimbursements are entered using the Out of Pocket Reimbursement expense report in Chrome River, IU’s expense management system.

In Chrome River, employees are able to enter reimbursements themselves. However, departments may prefer to have administrative staff with Delegate or Super Delegate permissions enter reimbursements on behalf of employees. Contact your Fiscal Officer or other individuals within your organization for guidance.

These materials walk through the Out of Pocket Reimbursement expense report:

• Written Documentation
• Video walk-through
• Standard Operating Procedure PURCH-11
• Out of Pocket Reimbursement Object Codes

Once submitted, expense reports route for fiscal review. The fiscal reviewer is the individual designated as the primary delegate for the DV document type of the account(s) used. If a primary delegate is not defined, the primary delegate for the KFS document type will be used. If neither of these categories are defined, the account(s) Fiscal Officer(s) will act as the fiscal reviewer(s).

Payment is generated the next business day after fiscal review is complete and the expense report is final approved.

Visit the Support Form for answers to common questions related to reimbursements in Chrome River.

Student reimbursements may be entered in Chrome River using the same procedure outlined above for employee reimbursement, or using the Student Information System, or SIS. The beneficiary of the reimbursement is the determining factor.

• If Indiana University was the beneficiary of the payment, Chrome River should be used to enter the reimbursement.
• If the student was the beneficiary of the payment, SIS should be used to enter the reimbursement.

Contact the Office of Student Financial Assistance (OSFA) by emailing [email protected] if you have questions related to making this determination, or need help entering a reimbursement in SIS.

Suppliers are reimbursed using the Reimbursement for Supplier Out of Pocket Expense Check Request form in BUY.IU . You may search for the form using the search on the Shopping home page, or click the Forms short cut to access a list of Check Request forms.

Visit the Support Form for answers to common questions related to reimbursements in BUY.IU.

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Travel safety

As a world-class leader in higher education, Indiana University depends upon travel for its ongoing success. The ability to attend conferences, visit academic peers, and experience other cultures provides a great benefit to our students, faculty, and staff. At the same time, it can present unique risks.

The following information will help you mitigate those risks when planning your next trip, and address any safety issues that may arise while traveling.

Driving a personal or rented vehicle on university business can present unique risks to both IU and the traveler. Learn more about driving requirements, IU insurance policies, and what to do in the event of accident.

Motor Vehicle Record check

Before doing any driving for university business — your daily commute is not considered “university business” — you must complete the Authorization Form for Motor Vehicle Records (MVR) check and submit it to the Office of Insurance, Loss Control & Claims (INLOCC) . University policy requires IU faculty and staff to provide Indiana University authorization to conduct a Motor Vehicle Record check and provide all information needed to conduct the check prior to driving on any university-related business. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.

Personal car stipulations

The traveler is responsible for any personal vehicle expenses incurred beyond standard fuel or mileage reimbursement. For example, the university does not reimburse for flat tires, dead batteries, or other vehicle repairs, nor does the university reimburse speeding or parking tickets, or any other violations.

IU Travel Management Services

The Travel Management Services site provides policy and procedure details for IU-sponsored travel, including instructions for using the online travel system, working with our contracted travel vendors, and a list of local and global discounts available to IU travelers.

International travel

IU’s Office of Overseas Study has compiled a range of helpful information for assisting students and other members of the IU community as they prepare and embark on international travel.

General health and safety guidelines

Travel abroad checklist

Handbook for overseas study participants

Passport and visa information

• Travel advisories

IU policy does not allow undergraduate programs to travel to countries given Level 3 or Level 4 advisories by the State Department unless valid and compelling reasons can be provided along with the completion of a waiver form to ensure the student has considered the risk such a trip presents. Contact IU’s Office of Overseas Study for further details. All IU travelers — staff, faculty, and students — are strongly encouraged to avoid travel to any location currently under a State Department Level 3 or Level 4 travel advisory.

Smart Traveler Enrollment Program

Prior to departure on an international trip, IU travelers are encouraged to enroll in the State Department’s Smart Traveler Enrollment Program (STEP) . The program provides the latest news and updates regarding your destination, and makes it easier for U.S. consulates and embassies to contact you in the event of a sudden emergency while abroad.

Other resources

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Currency converter

Xe.com provides a free universal currency converter , the same tool used by IU Travel Management Services to verify exchange rates on traveler reimbursements. It can be helpful to familiarize yourself with the basic exchange rate before visiting another country.

Maps and weather

There are a number of online sites dedicated to global maps and weather forecasts, including Google Maps and MSN Weather .

Travel insurance

You may wish to look into purchasing travel insurance. Individuals are often surprised to learn that coverage from their credit card company is less than expected. Travel Insurance Review has a nice tutorial: Travel Insurance 101 .

Cybersecurity

Whether you’re traveling internationally or domestically, it’s important to take extra precautions to protect your data and devices. Read more about how to secure mobile devices while traveling.

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Indiana University Southeast Indiana University Southeast IU Southeast

Policies & Procedures Manual Administration and Finance

C-9. Candidate Travel Reimbursement

Candidates for faculty and professional staff positions are eligible for reimbursement of expenses associated with recruitment visits to IU Southeast in accordance with IU Travel Services and University policies.

School personnel should process, through Chrome River, faculty reimbursements using the appropriate account number assigned by the Office of Academic Affairs. Departments may, for professional staff reimbursements, submit itemized receipts to the Office of Administrative Affairs (US-156) for Chrome River processing from an account that has been created to cover such eligible expenses.

Schools, divisions, and departments can make hotel reservations for candidates; however, each candidate should pay the hotel directly and request reimbursement from the university. Candidates travelling from within the United States are no longer required to complete a W-9 tax form in order to receive reimbursement. The candidate must provide confirmation of their home address and itemized receipts for airfare, lodging, rental vehicle, taxi or shuttle, parking, and tolls. Receipts for meals are not accepted. If the trip is eligible for Per Diem reimbursement, it will be included in the final reimbursement. Please refer to the  Per Diem Rates policy  on the Travel Management website and to  Travel Management policies  regarding receipts and required documentation. For information on international candidate travel, please refer to  Payments to International Visitors Guide . 

To request reimbursement for candidate recruitment or FYS social hospitality, a Hospitality Payment Form should be completed.  Please note, the form should be downloaded and saved when accessed directly from the website. Candidate recruitment requests and receipts should be sent to your designated budget analyst or account delegate. 

Candidate Recruitment

Candidate meal expenses are funded with departmental accounts .  Additional attendees beyond one host and candidate or overages to the below limits can be covered with IU Foundation funds with dean/director approval.  Any alcohol should be covered with IU Foundation funds, also subject to dean/director approval.

The meal limits are as follows:

• Breakfast $15.00; Host plus Candidate Maximum of $30.00
• Lunch $20.00; Host plus Candidate Maximum of $40.00
• Dinner $30.00; Host plus Candidate Maximum of $60.00

Online Resources:

Non-IU Employee Travel and Reimbursement (Travel Management)

Per Diem Rates (Travel Management)

University Policy under the Accountable Plan (FIN-ACC-620)

Reimbursements to International Candidates (FMS University Tax Service)

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Travel Expense Reimbursement #

Welcome to the new worker, DCS Travel Services, expense reimbursement training presented by the Indiana Department of Child Services and the Indiana Child Welfare, Education and Training Partnership. Following the training video, which begins on the next slide, you will take a quiz. To test your knowledge, please select the training video button below.

Video Training and Quiz

Contact dcs travel services.

If you have any questions about the information in this training, please contact DCS Travel Services by e-mail, fax, or mail.

By Email:  [email protected] By Fax:  317-232-1561

Additional Job Aids

The job aid "Expense Report Travel Procedures" has not yet been updated. For that reason it still advises employees to print and mail their documentation. Employees DO NOT need employees to print and mail their documentation.

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Regardless of where you want to study, the admissions process for our social work programs is the same. Find out how an IU social work education can help prepare you for a rewarding career—and then take the first step.

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Enrollment in the BSW program requires formal admission to the IU School of Social Work. The following are the minimum requirements for consideration for admission to the program:

• Regular admission to the university.
• Completion of a minimum of 12 credit hours. Although we encourage early application, advanced students may also apply.
• Satisfactory completion (grade of C or higher) of the required course SWK-S 141 Introduction to Social Work.
• A minimum cumulative grade point average (GPA) of 2.5 on a 4.0 scale.
• Evidence of characteristics or potential required of competent social work practitioners as defined in the mission statement of the School. Such evidence may be derived from application materials, letters of reference, pertinent work or volunteer experience, and performance in SWK-S 141 Introduction to Social Work.
• It is the policy of the School of Social Work that no student or applicant who has been convicted of sex offenses against children shall be eligible for admission or continuation into the BSW, MSW or Ph.D. programs.

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Expense Report Awaiting Approval?

Please see the current timeframe of Expense Report approvals on the Reimbursement page .

During this peak period for expense report submissions please expect a longer approval time. Expense reports are reviewed in the order they are submitted and the Central Audit team will continue to work through them as quickly as possible. In the event you need to request an individual report to be expedited please send an email with those details to the email address shown below. Thank you.