The ISU Travel Department assists University departments by relaying information, explaining and interpreting travel policies and procedures, processing Travel Authorizations, processing Travel Reimbursements, and keeping accurate travel records. We will make our best effort to ensure that you will receive reimbursement for travel expenses within five working days from the time your complete and accurate Travel Reimbursement Request reaches the Office of the Controller.
Official University travel is defined as travel by University personnel, non-University personnel, and University students when the authorizing individuals consider such travel to be in the professional and/or business interest of both the traveler and the University. Such expenses may include transportation, lodging, subsistence, and registration fees. Travelers are expected to observe the University's policies and procedures in the type and amount of expenses incurred. In order for your reimbursement to be non-taxable, you must follow ISU's Accountable Plan Guidelines. ISU will only pay for travel that is properly authorized. University funds cannot be used for any travel that is not the ultimate responsibility of the University.
International Travel Warnings/Alerts: The Vice President of your area or Provost must review and approve faculty/staff/student travel to countries/areas for which the U.S. State Department has issued a Travel Warning or Alert (see U.S. Department of State Travel Alerts). Approvals will also be needed if the U.S. State Department issues a Travel Alert or Warning after the initial authorization was granted, but prior to the date of the actual trip. It is the responsibility of the traveler to get approval prior to departure. Please see the International Travel section below for additional information.
Visit the tabs below to learn more about the travel policies and procedures of the University.
All University travel must be approved in advance from their appropriate authorizing official- Department Chair, Administrator, Dean, Vice President, or President. A Travel Authorization form must be filled out for any travel to or from the University. All travel must be pre-approved on this form whether or not reimbursement will be requested. In most cases, prior authorization is required at least 3 weeks in advance of travel. This includes individuals visiting ISU (candidates, honoraria, consultants, etc.). Each individual traveler must complete the Travel Authorization Form.
Traveler: Get and keep original receipts for EVERYTHING including hotel/motel, taxi, parking, registration, etc. A credit card receipt is not an acceptable receipt or invoice if it is not itemized. Save all travel-related items including brochures, badges, itineraries, etc., until reimbursement has been processed and the reimbursement is received. ISU will only reimburse the standard room rate.
The Travel Authorization Form represents the estimated cost of a trip and collects the required approvals needed. This is an Excel form, and information about completing each item on the form can be found by holding your mouse pointer over the small red arrow in each field.
If you have questions about completing the Travel Authorization Form, please contact the Traveling Account Specialists at x3541.
Additional estimate of expense needs to be added to Travel Authorization prior to trip - If traveler knows ahead of time of an expense s/he will have prior to trip but after a Travel Authorization has been submitted, approved, and encumbered, and
Maximum Allowable for reimbursement - If the individual traveler has been issued a maximum dollar amount from their department head for a trip, then the Travel Authorization Form should not exceed that dollar amount. For example if the traveler is granted a $500 maximum toward a trip then the maximum dollar amount should be noted on the form and the Estimated Cost or Maximum Allowable Column should equal $500. The maximum allowable dollar amounts should be allocated in the following order: Registration Fees, Airfare or other mode of transportation, lodging, and then subsistence. If traveler requests reimbursement that exceeds the maximum dollar amount on the original TA, an addendum must accompany the Travel Reimbursement Form, signed by their vice president, authorizing payment to exceed the original maximum allowable.
Travel Expenditures that are not approved on the Travel Authorization prior to trip may not be reimbursed and are the responsibility of the traveler. If requesting reimbursement for an item that was not pre-authorized the traveler must ask for reimbursement via an addendum that references the original TA number and all authorizing signatures, and original receipts are required before reimbursement can be processed. This addendum should be attached to the travel reimbursement form.
If you are leaving campus for ISU business, whether it is across the street or around the world, you need to submit a Travel Authorization (TA) prior to your departure. If you choose to travel on ISU business without a TA, this is a concern for the University not only with regard to policy and procedure, but also for the sake of insurance and liability purposes. In accordance with IRS regulations, the University has an accountable plan that allows us to reimburse employees for authorized business expenses with no effect on taxable compensation. The accountable plan rules apply to all reimbursements to employees for authorized business expenses, both travel and non-travel related. If a Travel Authorization is not processed prior to travel, the reimbursement to the employee will be included in the employee’s wages, subject to tax withholding, and reported to the IRS.
Please note: If you choose to travel without a Travel Authorization, your request for reimbursement will go through Payroll on a One Time Only form. The following paperwork will need to be processed:
Once you have filled out all paperwork, attach everything to the One Time Only form and send according to the instructions provided.
A Travel Authorization form must be filled out and funds encumbered for travel, including travel for field trips. Undergraduate students do not need to process a Travel Authorization. A list of the names of the undergraduate students will need to be attached to the Travel Authorization of the ISU employee that is accompanying the students. All graduate students that are traveling will have to have their own Travel Authorization.
Review the information found on the Office of Risk Management site regarding field trip procedures and liability coverage before field trip arrangements are made.
Foreign travel is defined as travel to, between, or within countries 'outside' the United States and its territories and possessions, including Canada and Mexico. All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS). For travel outside the U.S. travelers should check the entry requirements for the specific country to which they are traveling. This information is available on the U.S. Department of State web site. In addition, the Vice President of your area or Provost must review and approve faculty/staff/student travel to countries/areas for which the U.S. State Department has issued a Travel Warning or Alert (see U.S. Department of State Travel Alerts). Approvals will also be needed if the U.S. State Department issues a Travel Alert or Warning after the initial authorization was granted, but prior to the date of the actual trip. it is the responsibility of the traveler to get approval prior to departure.
Additionally, the STEP (Smart Traveler Enrollment Program) is a free service provided by the U.S. Department of State which allows the traveler to enroll their trip with the nearest U.S. Embassy or Consulate. Benefits of this enrollment include receiving important information from the Embassy about safety conditions in your destination country, help the U.S. Embassy contact you in an emergency and help family and friends get in touch with you in an emergency. Indiana State University encourages all international travelers to enroll in this program.
When federal funds are used for international air tickets, travelers must comply with the Fly America Act. This act mandates that any foreign travel paid from federal funds, including foreign travelers coming to the U.S., must be accomplished through U.S. Flag Air Carriers. Please refer to the Fly America Act for more information.
Travel Cash Advances are allowed for foreign travel. Money the University gives you in advance or after your trip will be paid in U.S. currency. You are responsible for exchanging those dollars for the currency of the foreign country you visit. Keep track of the exchange rates you receive as you travel (e.g., from Thomas Cook, a bank, hotel receipts, your notes on meal receipts, or even your AMEX bill). Complete your Travel Reimbursement Request (see Reimbursements section) when you return and document the source for the exchange rates. The Oanda 164 Currency Converter is a terrific resource, which converts currencies from today back to 1/1/90. Another source of rates is the "World Value of the Dollar" in each Monday edition of the Wall Street Journal.
To assist those travelling internationally, the Foreign Expense Worksheet is available. It can be used to record the expenses for each day of travel as well as track the dollar conversion for each expense.
Only budget for travel is to be recorded within this account code.
70500 - Travel Budget Pool
70580 - Registration
Professional development travel is designed to expose faculty and staff to developments in their fields and other areas of knowledge that may be utilized to improve our operations. This type of travel focuses primarily on attending conferences and other training opportunities. The following account codes are to be used when coding professional development travel:
70550 - Lodging, Per Diem
70600 - Airfare
70625 - Car Rental
70650 - Other Transportation (mileage, taxi, parking, bus, train, tolls, etc.)
Operational travel is defined as travel that your job requires in order to operate the University on a daily basis. Examples of this type of travel include the delivery of educational programs to off-campus locations and attendance at government meetings related to the operation of the University. The following account codes are to be used when coding operational travel expenditures:
70675 - Operational – Lodging, Per Diem
70685 - Operational – Transportation
70685 - Other Travel (parking, shuttles, baggage, misc.)
Student recruiting travel is targeted travel that is designed to promote student recruitment. The following account codes are to be used when coding strategic travel expenditures:
70670 - Student Recruitment
70850 - Field Trip Travel (Student traveling with faculty or alone, including field work)
70160 - Honorarium (speakers, consultants, etc.)
70560 – Athletic Recruitings
70615 - International Airfare
70630 - Enterprise Rent-A-Car Fuel
70750 - Team Travel (for athletic competition only)
70775 - Candidate Travel (for entertainment and travel expenses of candidates for employment)
70800 - Board Travel (to pay travel expenses of board members only)
The most economical means of transportation and lodging should be used when traveling on University business. Click on the headings below to learn more about topics related to transportation and lodging. Please note that travel allowances are not granted within the confines of Vigo County.
As a way to save money, some travelers may consider booking a package with airfare, hotel and/or car rental on a discount website such as Expedia, Orbitz or Priceline. The IRS requires that the expense of each travel component (airfare, hotel, car, etc.) be listed out separately on an itemized statement from the vendor. When purchasing travel packages, it is important to make sure an itemized statement is obtained because, without proper substantiation, expense reimbursements will be treated as taxable income and will be reimbursed through Payroll.
All airline travel using University funds may now be purchased through the University's preferred travel agency or online provider (See Direct Billing tab above). Tickets will be direct billed to the University. The preferred travel agency has a professional staff that is familiar with the University's guidelines and travel procedures. They are trained to find the lowest fare possible that meets the traveler's needs.
Travel can be booked through other methods and paid for via a personal credit card.
First class travel is not allowed.
Airfare upgrades and additional fees: Airlines may offer you a number of options to make your flight more comfortable. These upgrades may include but are not limited to:
This type of cost can only be interpreted as an upgrade and beyond what is considered the standard airfare and baggage costs that the university would consider reimbursable. If you elect to purchase one of these options, it will be at your own expense and would not be reimbursed.
Airport parking will be reimbursed up to the equivalency of the long term economy parking rate at associated airport. See the following websites for airport parking options:
Travel in private vehicles is reimbursed as mileage. The amount paid for mileage is intended to compensate the traveler for wear and tear and gas. The official station (starting point) will be the location of the traveler's permanent office or home, whichever is less. Whenever an employee travels other than by the shortest route, an explanation must be indicated on the reimbursement.
Roundtrip mileage to common destinations has been computed using the shortest route usually traveled (see Round-Trip Mileage Information Guide). Only one round trip mileage to and from the Indianapolis airport is allowed for reimbursement with the exception of picking up a candidate or an honoraria person. If a city is not listed, go to Mapquest.com to calculate your mileage. A 10% variance beyond these figures will be allowed. University employees are expected, when possible, to share a vehicle when traveling to common events.
Use of a private vehicle on University business will be reimbursed based on the current Federal mileage rate (these rates will be updated each time the Federal rates change):
ISU does not reimburse mileage for use of a personal vehicle within Vigo County.
The cost of renting an automobile while on University business may be reimbursed when suitable local transportation is not available, or when such rental is considered more advantageous to the University than the use of taxies or other local transportation due to routing or time factors. When reserving your car, you should request the least expensive practical vehicle. Do not purchase additional insurance when renting a car (see ISU car insurance policy).
To rent a vehicle for University business, all drivers must be 25 years old and take the Defensive Driving Course. To rent a 12 passenger van, the driver must take a driving test with a driver’s education instructor. Contact Sherry O'Neal in Risk Management at ext. 7946, or go to the Office of Risk Management website.
Direct Billing Rental
The University has direct billing contract with Enterprise. [NOTE: You must use your University Username and password to access the Enterprise site.] You must have a valid Travel Authorization number to direct bill a rental vehicle. When renting a car through Enterprise (Wabash Ave. branch), you will be provided with a fuel credit card wallet. Refuel your rental car using this card, and put your fuel receipts inside the wallet and return it to Enterprise with your car. Make sure to refuel the vehicle before returning it to Enterprise; refueling rates charged by the rental agency are extremely expensive.
If you are purchasing a one-way rental to the airport, detach the fuel card wallet- DO NOT turn it into the airport branch. Keep the wallet and, upon your return, attach it to the key ring of your return rental car. Return the wallet to the Wabash Ave. Enterprise location. If you do not use a rental car on your trip back to Terre Haute, you should return the wallet to the Wabash Ave. Enterprise or Donna Scarbrough in the Office of the Controller.
If you have questions regarding Enterprise/National direct billing, please contact Teresa Sale (x3541) or Catherine Procarione (x3525).
Other Rental Arrangement
When renting a car that will not be direct billed through Enterprise, remember to refuel your rental car prior to its return and save the gas receipts for reimbursement. Refueling rates charged by the rental agency are extremely expensive. Your receipts will be submitted with the Travel Reimbursement Request.
The mileage reimbursement cannot exceed the cost of comparable 30-day advance purchase airfare rates. Persons who choose to drive rather than fly long distances are allowed to claim subsistence and lodging one day prior and one day after official ISU Business for travel expenses.
Other means of travel are available in lieu of commercial airlines and cars. Unless noted otherwise, the Travel Authorization Form and Travel Reimbursement Request form process is the same. Save all receipts related to these modes of transportation.
Hotel reservations should be made using the ISU Hotel Reservation Program, which is offered in partnership with Hotels.com and related charges will be direct billed to ISU. You will need a Travel Authorization number before you can make your reservation.
Important – Lodging paid using a personal credit card will be reimbursed after the trip has been taken by completing a Travel Reimbursement Request. Remember to print a copy of the confirmation email you will receive from Hotels.com to attach to your reimbursement request. Some hotels will not give you a detailed receipt if you book reservations online, so it is imperative that you print your reservation information at the time you book your lodging. A copy of the confirmation email and/or a copy of the original hotel invoice/receipt are needed for proof to pay subsistence. Reproductions of the original bill or a credit card charge receipt is not considered an acceptable receipt. A faxed copy of the receipt from the hotel is acceptable.
Please note: The Hotels.com program does not offer conference rates. We advise you to check the rate offered through ISU’s program since it may often be equal to or less than the conference rate.
ISU employees can also use the ISU Hotels.com site for personal hotel reservations, but a personal credit card must be used.
The following are allowable reimbursements for lodging expenses:
The following examples are non-reimbursable lodging expenses:
When sharing a room with an ISU employee or student, the total room charge may be claimed by only one traveler as long as it is noted on each of the Travel Reimbursement Request forms involved.
If each person is claiming their prorated share of the total room charge, the travelers will need to request a hotel bill to be issued in both of their names showing payment by each person.
The Travel Reimbursement Request forms must reflect that the room was shared and with whom it was shared.
Click on the headings below for information regarding the prepayment of registration fees and cash advances related to travel.
Registration fees can be paid in the following ways:
Procurement Card: The preferred method of payment for registration fees is the Purchasing Card Site (Procard). If the registration fee is greater than your credit limit, you will need to pay via check request or personal credit card. All University travel must be approved prior to payment of registration fees with the Procard. Please make sure you have a Travel Authorization in place prior to your trip.
Policies and procedures regarding the Procard may be found by visiting the Purchasing Card site. For additional questions regarding this process, contact Donna Scarbrough at Ext. 3519 or Donna.Scarbrough@indstate.edu
Check Request: The University will prepay registration fees for a conference if a Procard is not used via a Check Request. Forward the check request plus two copies of the registration form to the Travel Department in the Office of the Controller for payment(one copy to mail & one copy as backup). Please allow five (5) days for processing. If a non-reimbursable expense has been incurred via the registration fee (spouse ticket, entertainment, etc.) this must be paid back to the University with a personal check.
Personal Check/Credit Card: The traveler can prepay for registration with a personal credit card or check but will not be able to claim reimbursement for it until after the travel has been completed.
Travelers should register early to reserve the sessions, workshops, and lodging of their choice. You may register for any meals pertinent to the trip, such as roundtable discussions, seminars, or speakers. Do not claim subsistence on your Travel Reimbursement Request for the meals that are included in the conference registration fee.
If the form includes registration for a "night on the town", tour, or other such fun, sign up remembering that such events are considered entertainment, and thus, you pay for them yourself. If you are registering online, please make sure to print the registration page before actually completing registration to be used for payment of subsistence.
Travel Cash advances are only allowed for:
A travel cash advance may not be requested by anyone who already has an open cash advance.
REQUESTING A CASH ADVANCE
CLOSING OUT A CASH ADVANCE
All Cash Advances must be closed out within thirty (30) days after returning from the trip. Save ALL receipts. When you return from your trip you will need to do the following:
While traveling, you will incur expenses for items other than your airfare, conference registration, lodging, meals, and car rental. The University reimburses you for some of these miscellaneous expenses. Some miscellaneous expenses are not reimbursable. It's usually best to be aware of what is and is not reimbursable before you spend your money and run the risk of discovering that the University, by law, cannot repay you. Before you travel, check with your department, review the lists below, and contact the Travel Account Specialists if you have particular concerns about extra expenses. All Reimbursements must be submitted within 60 days of travel. (See Accountable Plan Guidelines).
REMINDER: SAVE ALL OF YOUR RECEIPTS
The following lists some of the most common reimbursable expenses:
The following are some examples of items the traveler might have to incur themselves:
Click on the headings below for information regarding the reimbursement of travel expenses.
To submit a reimbursement for travel expenses incurred on official University business use a Travel Reimbursement Request Form. Employees cannot be reimbursed for the same travel expenses from an outside organization and the University.
Timing of Travel Reimbursements
Travel reimbursements need to be submitted no more than 30 days after the return date of travel. Any travel submitted after 60 days of your return will become taxable income and must be processed on a One Time Only (See Accountable Plan Guidelines).
Employees are required to sign up for direct deposit for travel reimbursements. Direct deposit facilitates a significant cost savings and provides a more efficient means of payment disbursement. Reducing the number of checks sent through U.S. mail and campus mail also reduces the likelihood of lost checks.
Sign up for direct deposit for travel reimbursements here. Please note: Direct deposit for travel reimbursement is separate from direct deposit for payroll. Contact the travel department if you have questions (ext: 3541).
See Cash Advances for instructions for closing out a travel cash advance.
Subsistence includes meals, tips, porters, and other miscellaneous incidental expenses. Subsistence is reimbursed based on location of lodging, therefore, a hotel bill must be submitted with the reimbursement. Subsistence for overnight travel on University business will be based on federal per diem rates for all 50 States and U.S. territories (CONUS). This includes travel within the State of Indiana. All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS). All travel required to follow state regulations (state grants) will be reimbursed at the approved state per diem rates. Subsistence is paid at the rate applicable to the location of lodging obtained for the night. If a city is not found on the CONUS list then the lowest CONUS rate is applicable. On the day travel status begins and on the day travel status ends, the rate will be 75% of one day’s subsistence. Persons are allowed to claim subsistence and lodging one day before and one day after the date of ISU business.
Reimbursement of subsistence or meal receipts for one-day travel is not allowed.
When reimbursement for subsistence is claimed, the traveler shall verify that no meals were furnished. The exceptions being:
The subsistence allowance shall be reduced for each meal furnished gratis to the traveler or included in a registration fee as followed:
Actual Food Expenses
The actual cost of meals may be claimed in lieu of subsistence ONLY if the expenses are LESS than or EQUAL to the total subsistence allowed. Receipts must be provided. The University does not reimburse for alcoholic beverages.
The Travel Reimbursement Request Form is completed when requesting reimbursement for University travel. Original receipts are needed for most expenses such as lodging, parking, ground transportation, tolls, and vehicle rentals. You cannot be reimbursed for lost receipts. Receipts should be taped to an 8 ½ by 11 inch piece of paper.
Line-by-line instructions for completing the Travel Reimbursement Request Form can be found by hovering over each field.
The ISU Travel Department partners with a number of providers to offer convenient direct billing options for travel expenses. Click on the headings below for more information regarding direct billing vendors.
Phone: 800-428-6186 / (317) 844-8735
After hours: 866-203-5793
Altour Information and Training
FREE unlimited daily and weekly mileage for business travel.
[NOTE: You must use your University Username and password to access this site.]
Must have a valid driver's license, your TA number and completion of the safety course with Sherry O'Neal in Risk Management.
The ISU Travel Department offers another option for your lodging cost- Hotels.com. This program makes booking hotel rooms quick and easy and is available to all ISU faculty, staff and students. Visit the Lodging section of our site for more information
In addition, ISU has direct billing arrangements with the hotels listed below in Terre Haute, Indianapolis and other locations.
In order to receive the rates listed below for area hotels, the individual hotel must be contacted directly. The reservation may not be made through Hotels.com. A travel authorization number is required at the time of booking in order to have the charge direct billed to ISU.
NOTE: Prices listed below do not include taxes. (Hotels are not tax exempt.) The rates listed below are subject to change without notice by the hotels.
$90.99 per night/plus tax
721 Wabash Ave
Terre Haute, IN 47807
Phone: (812) 234-3400 / Fax: (812) 234-3144
$89 per night
3040 Hwy 41 S
Terre Haute, IN 47802
Phone: (812) 238-1206 / Fax: same
$89.99 king or double per night
475 E Margaret Ave
Terre Haute, IN 47802
Phone: (812) 235-2444 / Fax: same
$119 per night, includes breakfast buffet
750 Wabash Ave
Terre Haute, IN 47807
Phone: (812) 234-8900 / Fax: (812) 234-8903
ISU receives 15% off the daily rate. You must have a Travel Authorization number and notify the guest service attendant that you are with ISU in
order to receive this discount.
2645 Joe Fox St
Terre Haute, IN 47803
Phone: (812) 234-3200 / Fax: (812) 234-6070
$114 per night
3304 US Highway 41 South
Terre Haute, IN 47802
Phone: (812) 235-0696
$81 deluxe king or double queen
5630 Flight School Dr.
Indianapolis, IN 46221
Phone: (317) 821-1100 / Fax: (317) 821-1101
20% off best Flex Rate
2501 S High School Rd
Indianapolis, IN 46241
Phone: (317) 244-6861 / Fax: (317) 243-1059
$124 per night plus tax (ask for education rate)
9020 Hatfield Drive
Indianapolis, IN 46241
Phone: (317) 856-1000
Call hotel for best available rate
9010 Hatfield Drive
Indianapolis, IN 46241
Phone: (317) 856-9100 / Fax: (317) 856-7002
$119 per night plus tax
8555 Stansted Drive
Indianapolis, IN 46241
Phone: (317) 856-6200