TRAVEL. Staff/Individual Travel. Individual Travel Form

Transcription

1 TRAVEL Staff/Individual Travel Individual Travel Form Professional non-recruiting in-state travel does not require advance paperwork but will need notification to the direct supervisor. All professional out of state travel by employees must be approved in advance by completion of the Travel Authorization form regardless of whether IUPUI will incur any expense. The purpose of the form is to authorize the trip, encumber funds, and provide insurance coverage. The Travel Authorization Form must be initialed by the Compliance Coordinator and signed by the Business Manager prior to departure. If travel involves flying from one location to another, the authorization form must be turned into the Business Manager s mail box 24 hours prior to departure (this includes weekends as well). All requests for reimbursement must include ALL original receipts. Assistant Coaches must have their forms initialed by their Head Coach before submission to the Business Manager. Air Travel Individual airline tickets may be booked through one of the University s Designated Travel Agencies. Also tickets can be booked online through Egencia.com. These agencies can be found at, You may contact the agency directly, but the Business Manager will assign no authorization numbers until travel request forms are completed and approved. Reimbursement for purchase of air tickets from non-designated travel agencies is subject to approval from the IU Travel Office. The IU Travel Office will consider your reimbursement only if two additional quotes from the University's Designated Travel Agencies are submitted along with original receipt. The purchase of airline tickets from non-designated travel agencies must be cheaper than the University s Designated Travel Agencies. If you purchase airline tickets without using a travel agency, you will be reimbursed after your trip and after all original receipts have been submitted to travel. Individuals purchasing tickets without using a travel agency will be responsible for the encumbrances of the purchase. You must always return your Passenger Ticket Receipts! IU requires original receipts for ticketless travel. If you ask for a paid receipt at the time of booking one will be given to you. You can also ask for a receipt at the ticket counter. If you fail to obtain a receipt at the time of booking you are required to make every effort to obtain a required to make every effort to obtain a receipt after the fact. Private Automobile Travel Reimbursement for mileage will be made at $.58 ½ from 0 to 500 miles and the Travel Department will utilize an established guide in determining number of miles from point of

2 origin to destination. If you have additional mileage, be sure to complete the supplemental inner city and intra-city log and detail the purpose. The Travel Department will reimburse for mileage up to 3,000 miles. Any mileage between 500-3,000 miles will be reimbursed at $.29 a mile. University policy states that travelers who use private vehicles on University business must carry insurance on the vehicle. The minimum coverage is as follows: 1. $50,000 for personal injury to, or death of, one person. 2. $100,000 for injury to or death of, two or more persons in one accident. 3. $25,000 for property damage. *IU recommends you raise coverage to $100,000/$300,000/$100,000 The University does not provide insurance coverage for privately owned vehicles, which might be involved in accidents while being used on University business. Expenses for repairs or injuries are the responsibility of the traveler. Rental Cars Professional travel use of rental cars is limited to mid-size-cars. A receipt will be necessary for reimbursement. Please make sure the dates of your travel match the dates on your receipt. You will only be reimbursed for the dates of travel. The Travel Department requires that vehicles rented for professional travel be paid for at the time of travel. Your receipt must match the days you traveled on, in order to be reimbursed. You may now book all rental through the internet on the travel website: Full time employees have an opportunity to apply for a GE Corporate Card. While the card is issued to the employee and the employee is responsible for all charges, the card must be returned upon termination of employment. Per Diem The institution provides reimbursement for meals based on lodging location. These rates can be found by accessing this web address: After accessing, click on Trip Reimbursement and scroll down to Per Diem. Click on Per Diem and choose the appropriate link based on the length of the trip. Lodging is paid at the single occupancy rate. If a room is shared, request only half the actual charge and identify the roommate. No claims for overnight per diem can be paid without an original paid lodging bill. If, in order to save money, a traveler stays with a relative or friend, please provide an explanation of the situation on departmental letterhead. Include the name, address and telephone number of the person with whom you stayed.

3 Recruiting Expense Recruiting travel requires the same authorization procedure as stated earlier. However, a recruiting/evaluation log must be completed and approved by the Compliance Coordinator. Assistant Coaches must have their forms signed by the Head Coach. A copy of the recruiting itinerary must be given to the Compliance Coordinator and Business Manager. All requests for recruiting travel must be approved in advance by the Compliance Coordinator. A Recruiting Itinerary form must be filled out completely and attached to the Department Travel Authorization form before recruiting travel will be approved. Travel/Entertainment For Prospects Regarding procedures for prospective student-athletes, the Head Coach will complete the necessary official visit forms and receive signature approval from both the Compliance Coordinator and the Athletic Director. Air reservations must be made by the Business Manager and must be secured through one of the Designated Travel Agencies. Under no circumstances shall a Coach charge air/bus/travel tickets for a prospective student-athlete to their personal or business credit card. You will not be reimbursed for this charge! The Compliance Coordinator must then authorize reimbursement of expenses for the Athletic Director s signature.

4 Team Travel Travel Mode and Itinerary It is necessary for you to complete a Travel Itinerary before each trip. These need to be given to the Athletic Director, Business Manager, Sports Information Director, Compliance Coordinator, Athletic Trainer, and Administrative Assistant no later than 48 hours before a trip. The itinerary must include the names of student-athletes, coaches and support personnel making the trip. Changes to travel plans must be submitted in a timely manner. If a Trip Itinerary is not turned in prior to the trip, per diem, van keys, etc. will not be given. Decisions about mode of travel must be coordinated with the Administrative Assistant or Business Manager. Van use must include the following procedures for pick-up and return. Seat belts must be worn at all times. Only Coaches or Administrators may drive the vans. The Athletics Director must approve non-official party travel in advance. Student-Athletes must depart and return with the official party. The only reason for a student-athlete to travel separate from the team is if a parent or guardian signs an official waiver. This form must be in the Athletics Office prior to the trip being made. The student may only travel with a parent or guardian. Student-Athletes Driving Students may travel separately to competition, if the site is within a 30-mile radius. The student assumes all liability for travel. All Vehicles: Charter Bus: Please fill the tank up before returning the vehicle to the rental agency. Remember if a rental vehicle has to be filled by the company, your budget will be charged extra! Please make sure all trash, equipment, food, etc. has been removed. Return all keys to the Administrative Assistant s desk and place in the top left hand drawer. All charter busses will load at the IUPUI Natatorium loading dock unless otherwise noted. Please make sure all trash, equipment, food, etc. has been removed. 15 Passengers: No team can travel with 15 passenger vehicles. The University passed legislation in the spring of 2001, regarding the safety of 15-passenger usage by the University. For information regarding this policy please contact Risk

5 Management in Bloomington. Travel Expense Report All paperwork should be submitted to the Administrative Assistant within the first 24 hours, or on the Monday (If it is a weekend or Friday trip), of return from the trip. If this is not possible, please speak with the Administrative Assistant to make other arrangements. DO NOT LEAVE ANY MONEY, RECEIPTS, ETC., ON THE ADMINISTRATIVE ASSISTANT S DESK OR IN THE DRAWER. The Head Coach is responsible until the Administrative Assistant acknowledges receipt. Check Advances for Team Travel Requests for entry fee checks must be submitted to the Business Manager 1 month prior to each away game. Entry fees: Submit the letter, contract, or invoice requesting the total amount for entry fees. The information submitted must include a name, street address, city, state, zip, and telephone number. Hotel Accommodations The Head Coach is responsible for final selection of the hotel as well as other details. Coaches may identify a suitable, economical hotel. Making this reservation should include determining location as it relates to restaurants/competition site, phone number and address, room and tax charges, extra room for the bus driver (at our expense), rooming list, and total amount due. The Business Manager must sign all hotel contracts. Rooming lists must be available at least two weeks prior to the trip. The University will NOT be responsible for phone and in room movie charges. Each student athlete should pay for personal charges upon check out. Airfare Reservations Airline tickets may be booked through one of the University s Designated Travel Agencies. These Designated Agencies can be found at You may contact the agency directly, but the Business Manager will assign no authorization numbers until the Athletics Advisory Committee has approved your schedule. Reimbursement for purchase of air tickets from non-designated travel agencies is subject to approval from the IU Travel Office. The IU Travel Office will consider your reimbursement only if two additional quotes from the University's Designated Travel Agencies are submitted along with original receipts. The purchase of airline tickets from non-designated travel agencies must be cheaper than the University s Designated Travel Agencies. If you purchase airline tickets without using a travel agency, you will be reimbursed after your trip and after all original receipts have been submitted to travel. Individuals purchasing tickets without using a travel agency will be responsible for the encumbrances of the purchase. You must always return your Passenger Ticket Receipts!

6 Quotes for airfare must be submitted a month prior to travel. Quotes not submitted a month prior to departure, for nondesignated travel agencies, will be paid by personal credit card. Below are the University's Designated Travel Agencies. Egencia (toll free) Bliss Travel Inc (a Minority Business Enterprise) E. Spring Street New Albany, IN Carlson Wagonlit Travel (a Minority Business Enterprise) South Walnut Street Bloomington, IN Conference & Travel (8 to 5:30) (a Minority Business Enterprise) N. Pennsylvania St., Suite Carmel, IN The Travel Authority East 3 rd Street, Suite Bloomington, IN The Travel Authority Union Drive # Indianapolis, IN Travelmore Colfax Avenue (M-F) South Bend, IN