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College travel guide, pre-approval process.

As of August 1, 2021, IU-sponsored in-state and domestic travel returned to pre-pandemic policies and guidance. Pre-approval reports are still required in Chrome River and the use of Egencia and Designated Travel Agencies is still preferred.

International Travel

Guidelines and forms for IU Affiliated International Travel can be found here . Please note that an approved form should be attached to the pre-approval report in Chrome River; this will ensure it also appears on the reconciliation report.

A complete IU international travel policy can be found here .

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Global Mobility Updates

As of fall 2022 the university returned to standard pre-pandemic procedures for employee (faculty and staff) and non-employee (visitor) international travel. Student travel continues to require some additional review and approval.

Protect IU Travel Safety

Find the latest updates and information.

International Travel Guidelines

Employees (faculty and staff).

• Employees should follow any international travel approval policy of their home department, school or campus. Check with your fiscal officer or department administrator if you are unsure whether your home unit has an approval procedure outside of the Chrome River trip authorization (TA) document.
• An approved Chrome River trip authorization (TA) report must be in place before making reservations for the trip whether you are using direct bill travel reservations in Egencia or other IU Designated Travel Agency (DTA) or will be requesting reimbursement of out-of-pocket expenses associated with the trip. 

All students

• Consistent with long-standing university policy on student international travel safety , no IU funds may be used to support student travel to countries under U.S. State Department Level 4 “Do Not Travel” Advisories.
• International travel by undergraduate students is subject to approval by IU Education Abroad .

Graduate students

• Individual graduate student travelers should submit an  international travel form for each university-affiliated international trip. This is required for graduate student travel to Level 3 Advisory destinations, and strongly encouraged for Level 1 and 2 destinations as well.
• If the grad student travel is being booked through Chrome River, the signed form should be uploaded with the Chrome River pre-approval document for the trip to be authorized.
• If the travel is being supported through a cash award in SIS or by a third party, the form should be e-mailed directly to OVPIA at [email protected] prior to travel, as well as filed in the student’s home department records.
• For a graduate student traveling abroad alone, based on a faculty or staff member’s recommendation or encouragement, no further documentation is needed, even if the student has IU funding to support their travel.
• Additional approval will be required in cases where a faculty or staff member is traveling with the student, or is substantially involved in establishing or facilitating arrangements (e.g., creating opportunities for research, scheduling musical performances or sports activities or setting up other non-credit travel abroad for students). In such cases, graduate student international travel must first be approved through the IU Education Abroad short form procedure . 

International travel FAQ

What counts as “university-affiliated” travel for the purpose of iu international travel policies and guidelines.

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. For faculty, examples include travel to conduct research, teach, or participate in a professional meeting; for graduate students, examples include travel for research or study at a foreign institution.

Do IU international travel policies and guidelines apply to travel for personal reasons?

No. However, international graduate students planning personal travel overseas should review IU Office of International Services travel guidelines , and all graduate students and other travelers with university employment responsibilities should keep their supervisor informed of personal international travel plans, as remote work from overseas is generally not allowed.

Do IU international travel policies and guidelines apply only to travel that is funded by IU?

No. They apply to all international travel undertaken within the scope of the traveler’s role and responsibilities at IU, even it is funded by a third party or by personal funds.

Can a graduate student seek an exception for travel to Level 4 “Do Not Travel” Advisory country?

No exceptions will be granted.

Where do I find more information about trip insurance?

OVPIA has collaborated with several IU offices to put together a resource page about travel assistance and trip cancellation/interruption insurance options for students, faculty, and staff.

Learn more about trip insurance

Updated September 1, 2023

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CMLT Department Travel Information

This page is designed to hold all the information you need about travel from pre-approval through reimbursement. If you have any questions, email Sarah at [email protected] .

Before Your Travel

Trip authorization.

All travel on IU business requires a Trip Authorization (TA). This should ideally be completed at least two weeks prior to your departure. As of August 1, 2022, there is no longer an additional form to fill out for international travel. 

Fill out the CMLT Pre-Travel Form to the best of your ability. If you are booking your own transportation and lodging, try to obtain accurate fare estimates to include on this form. There are three ways to submit the form:

• Fill and submit the CMLT Pre-Travel Web Form
• Download the CMLT Pre-Travel Form PDF and email the completed form to [email protected]. 
• Print the CMLT Pre-Travel Form PDF  and deliver the completed form to Sarah in 642.

With this form, Sarah will submit a TA report to Travel Management Services. Typical turnaround on approval is 1-2 business days. They recommend waiting until approval before booking anything. Once you receive an automated email with the subject "Chrome River Trip Authorization Request Approved," you are clear to book travel. 

Your transportation and lodging can either be booked on your own with reimbursement or prepaid with IU funds using Egencia. Egencia bookings can either be made on your own or done by Sarah on your behalf. 

Note: Egencia cannot be used to book lodging that are part of a conference/event block or access special discounts associated with an event. You will need to book out-of-pocket to access those. 

• International Flight Exception: IU allows up to business class to be reimbursable on international flights outside of North America. If you are traveling on an external grant, be sure to check its restrictions as many do not allow for this.
• Medical Exception: It is possible to receive an exemption from this requirement for medical reasons. Please coordinate with Sarah during the pre-approval process to obtain approval. 
• Note: While you are not allowed to be reimbursed for airfare you spent  personal rewards/miles on, you are allowed to earn them. 
• Airfare receipts must document every flight.
• Lodging receipts must be itemized and include the lodging's address.
• Launch "Egencia" from one.iu.edu . 
• The email subject should be "Requesting Egencia Traveler Role"
• "I need an Egencia Traveler account, please."
• {your full name as it is on the ID/passport you use to travel}
• {your IU email address}
• {your university ID number}
• Click your name in the upper right and select "Go to profile."
• On the "Personal Information" page, enter your gender and birth date. These pieces of information are required to book flights. 
• On the "Notifications" page, you can enter your mobile number or email under "Flight alerts" to receive notification of cancellations/delays/changes to flights you are booked on.
• On the "Loyalty programs" page, you can enter the numbers for any airline or hotel loyalty programs you are in. While you are not allowed to use/redeem your personal rewards points or miles on IU travel, you are allowed to  earn  them.
• Search for and select your flights and/or lodging.
• Enter "CMLT" for department code
• Enter the account number where the funds should ultimately come from. Ask Sarah if you are unsure what it should be.
• Enter "BL" for the campus code
• In the "Choose your payment" section, "IU AIR CARD" or "IU EGENCIA HOTELS" should automatically be selected. Leave this as is.
• If you are just trying to obtain a cost estimate for the pre-approval, select "save for later." When you are ready to finalize it, you'll be able to find it in "Trips" on the top menu bar.
• Once you have finalized your booking, let Sarah know so she can connect the charge to your completed pre-approval report. 

Before I can book on your behalf, you must set up your Eugencia account. 

• Select "Arrange and approve" from the left-side menu.
• Click "Manage" under "Arrangers."
• Select the "All users" list, search for "Sarah Shin," select my name, and click "Save" in the bottom-right corner.
• At a minimum, fill out the "gender" and "Date of birth" fields.
• On the "Preferences" page, you can specify whether you prefer aisle or window seats.
• On the "Notifications" page, you can enter a mobile number or email to receive flight alerts.
• On the "Loyalty programs" page, you can enter your airline and hotel reward program numbers. While you are not allowed to use/redeem  your personal rewards points or miles on IU travel, you are allowed to  earn  them.

During Your Travel

Please save receipts for any costs you will be requesting reimbursement for. The only exemption is if you’re claiming per diem, you do not  need to save meal receipts. An acceptable receipt contains:

• The vendor name
• The date of transaction
• If the transaction contains multiple items/charges and the total is over $75, the receipt must also be itemized
• If you receive a receipt that is missing this element, submitting a screenshot of the charge from your banking app or an account statement along with the receipt is acceptable.

If you don’t want to save physical receipts during your trip, there are some optional methods to submit receipts as you receive them:

• Download “Chrome River SNAP” from the App Store on iPhones or Google Play on Android phones.
• Login to the app with your IU email address
• The app will allow you to take pictures of receipts directly from your phone.
• Verify that the receipt scan is complete and legible in the “Receipt Gallery” before you discard the physical copy
• Navigate to one.iu.edu on your web browser.
• Search for and launch “Chrome River Travel & Expense”
• Open the menu in the upper-left corner and select “eReceipts”
• If you are on a mobile browser, you will have the choice to upload an existing file or directly take a picture of the receipt
• Verify that the receipt is complete and legible in the “Receipt Gallery” before you discard the original 

You can set up your Lyft account to automatically submit ride receipts while on IU travel:

• From the Lyft app, open the menu in the upper-left corner
• Select “Ride History”
• Select the “Business” tab and then the “Create profile” button
• You will need to open the verification email you receive
• Enter your personal payment info. You can only use this process to simplify reimbursements, not directly pay from an IU account.
• Select “Chrome River” as the expense system for “Receipt forwarding”
• Select the “Next” button to finish creating your business profile
• The person icon is your personal profile and the briefcase is your business profile
• If you accidentally have your business profile selected for personal use, simply ask Sarah to delete the receipt from your receipt gallery if you don’t know how. 

You can set up your Uber account to automatically submit ride receipts while on IU travel:

• From the Uber app, open the profile menu in the upper-right corner
• Select “Wallet”
• Under “Ride Profiles,” select “Start using Uber for business”
• Select “Ride for business” and “Join now”
• Enter your IU email address as your business email
• Enter your personal payment info or select an existing payment method. You can only use this process to simplify reimbursements, not directly pay from an IU account.
• For “Travel Reports,” I recommend deselecting both options before clicking “Next”
• You will receive a verification email to your IU account. You must open it and click “Enable Chrome River” for the receipt forwarding to work.
• Select the “Got it” button to finish creating your business profile
• If you accidentally have your business profile selected for personal use, simply ask Sarah to delete the receipt from your receipt gallery if you don’t know how.

After Your Travel

When you return, please submit your receipts to Sarah in-person or to [email protected]  if you haven’t already submitted them to your Receipt Gallery. If you did use the Receipt Gallery, simply let Sarah know that everything is ready for the reimbursement. If you incurred any costs that were not part of the pre-approval, please include a short/simple explanation. If everything is in order, it will take approximately a week to receive your reimbursement.

You have 120 days from the end of your travel to request a reimbursement. After 120 days, your reimbursement will become taxable income. After 365 days, you will not be able to receive a reimbursement at all. 

If it is your first time receiving a reimbursement, ensure that you have direct deposit is set up. Even if you already have direct deposit set up for payroll, you still need to set up direct deposit for reimbursements. To do so, search for and select “Travel Reimbursement Direct Deposit” from one.iu.edu . If there is not already an account listed with “Reimbursement” in the “Amount/Percent” column, select the “+” button. Enter an account nickname, your account information, and select “Reimbusement” as the “Deposit Type.”

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Trip Pre-Approval for Travelers and Arrangers

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Process Changes October 2022

Monday, October 24, 2022

On Monday, November 7 , Pre-Approval in Chrome River will undergo some changes – for the better! As always, the requirements outlined below are stated from the University Administration (UA) level. Check with your Fiscal Officer or local business office to make sure you’re following local procedures.

After November 7, Pre-Approval will be known as Trip Authorization, or TA, for short. This new name better fits the reason for the document: requesting approval to take a trip.

Additionally, TA will not be required for In-State trips. An In-State trip is one where the destination is inside the state of Indiana, regardless of where the traveler originates. Whether they’re coming from New York or New Delhi, if they’re headed to Indiana, Chrome River will not require a TA report to reconcile or reimburse travel expenses.

Finally, three new expense tiles will be added to the TA: a Per Diem Wizard, Mileage tile, and Conference Registration tile. The addition of these tiles will reduce the use of the Other tile, ultimately resulting in a streamlined TA import and expediated reimbursement process.

Become an expert on all things TA by completing the Trip Authorization Canvas course, launching online on November 7. This course will cover when TA is required, pricing out a trip, and submitting and tracking a TA report. The course will be available on the Financial Training & Communication team’s Course Catalog page on launch day.

Have questions about these changes? Contact the Travel Helpdesk at [email protected] or attend an Office Hours session to get all your questions answered.

Additional links and resources

INDIANA UNIVERSITY Financial Training & Communications

Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email: [email protected]

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Ready to travel? Webinars can help

By Office of the Vice President and Chief Financial Officer

October 14, 2021

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IU staff are dusting off their suitcases and gearing up for a return to normal travel procedures on IU business trips after over a year of COVID-19-related travel cancellations and moratoria.

Office of the Vice President and Chief Financial Officer training and communications specialist Juliet Roberts led over 1,600 IU users through 11 bite-sized training offerings, breaking down travel policy and procedures into manageable, 30- to 40-minute topics this summer. 

The topics covered were: 

• Language of Chrome River.
• Trip Pre-Approval: Know Before You Go.
• Booking Trips Online With Egencia.
• Prepaid Travel Reconciliation in Chrome River.
• All About Per Diem.
• Renting a Car at IU.
• Booking Trips With Personal Funds.
• Reimbursement Round-Trip.
• Nonemployee Travel 101.
• Travel Document Approver 101.
• Smooth Operations: Approver Setup.

Those who missed the live sessions can access captioned and chaptered recordings on training team’s What We Offer page, under “Travel.” The slides from each class can be found on the Training Materials page.

If you anticipate traveling on IU business, the Office of the Vice President and Chief Financial Officer Training team strongly encourages you to review these detailed resources. 

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Traveling with The Media School

Travel is an integral component of the research and teaching mission of Indiana University, as well as a frequent business necessity. Learn the policies and procedures of traveling with The Media School.

Planning your trip

Keep the below policies and guidelines in mind when making your travel arrangements.

The first step to planning travel is securing the necessary funding. Travel should be planned well in advance.

As the traveler, it is your responsibility to ensure sufficient funds are available to cover all trip expenses. IU reserves the right to deny reimbursement of unauthorized travel expenses.

In general, faculty are expected to use their research accounts for travel.

Unit directors may also have some funds available. If you're a member of the Communication Science, Media Arts and Production, or Cinema and Media Studies faculty, contact your unit director to request financial support.

If you're a member of the Journalism faculty, submit the Journalism Travel Request form at least a month in advance to request support.

Staff should work with their supervisors to budget travel.

If you plan to travel internationally, please notify Media School finance staff about your travel plans.

You must obtain pre-approval for any IU-sponsored trip.

If a research trip will exceed eight weeks, you must obtain approval from the dean before leaving.

Flights and hotels

Travelers are encouraged to make arrangements through a designated IU travel agency . You may charge your airline ticket and hotel reservation directly to an IU account using the agency. Use the code BL-MSCH when it asks for a department.

Egencia is the approved full-service, online option. If you don't have access to Egencia, you can request it by emailing [email protected] with the following information:

• Your full name as it appears on the government-issued identification you will use at the airport
• Your employee ID number
• Your role: traveler

If you run into problems, contact Janet Laughlin , Bobbie Treadway or Sarah Gibson .

The airline ticket must be coach/economy, unless it is an international trip where a single leg of the flight exceeds eight hours; in which case, business class airfare may be purchased.

The university will not reimburse for travel protection, as the university is self-insured.

Rental vehicles

Rental vehicles should be economy size, unless business needs dictate otherwise (examples: free upgrades due to club membership, non-availability of economy-size vehicles). All rental car drivers must be IU-approved drivers due to insurance coverage requirements. Travelers should decline rental car insurance and extras. These expenses, if incurred, will not be reimbursed. The exception is GPS — if necessary, this can be included and will be reimbursed.

Reimbursement

Keep your receipts! Submit original receipts for airfare, taxis, parking, conference registration, etc., after traveling. Receipts must show proof of payment and list your name, unless it’s a parking/taxi/toll/subway receipt. To be reimbursed, you must first create an expense report and then submit your receipts.

How to create an expense report

Submit your expense report using Chrome River , which you can access via One.IU . (The Chrome River expense report replaces IU’s previously used Travel Reimbursement Request).

Chrome River offers tutorials on submitting expense reports. To access tutorials, click on your name in the top righthand corner of the screen, and select “Help.”

Submit a separate expense report for each individual trip. To create an expense report, click the “+New” button.

Give the report a title that contains the trip activity, destination and dates of travel, e.g., “AEJMC Conference — Washington, D.C. — 8/6/18-8/8/18.” The form will walk you through the first page and then you can save it until the trip is over and you’re ready to complete it.

You must enter your travel dates accurately, including personal days taken during the trip.

In the "business purpose" field, you should clearly explain how the trip benefits IU.

Calculate mileage from the physical starting point to the destination. For example, if you left directly from your home, use your home address as the starting point. If you left from Franklin Hall, use 601 E. Kirkwood Ave., Bloomington, Indiana 47408 as the starting point.

The Chrome River Per Diem Wizard helps you calculate per diem for your trip. Per diem must be reduced to account for complimentary meals provided at conference, events, etc. Please account for all complimentary meals within the Per Diem Wizard. See the “Per diem” section for IU’s per diem policies.

How to submit receipts

Send your receipts to [email protected] . You may either scan the receipt or take a photo of it, or forward receipts you receive via email.

Make sure you are sending them from the email address attached to your primary email in Chrome River. (You can find this in “Settings” in Chrome River). You can add another email to Chrome River in “Settings.”

Receipts must show:

• Name of traveler
• Itemized list of expenses
• Proof of payment

After completing your expense report and emailing your receipts, bring hard copies of the receipts to Janet Laughlin , Bobbie Treadway or Sarah Gibson . IU must retain them for audit purposes. The Media School will not approve your expense report until it receives hard copies of your receipts.

Travel receipts submitted within 60 days of your return from your trip will be processed as reimbursement of expenses. Receipts submitted 61-120 days after return will be processed as taxable income and will be subject to withholding. A written explanation of why the receipts weren’t submitted before the 60-day deadline is also required. If receipts aren’t submitted within 120 days from the return date of your trip, you will not be reimbursed.

IU pays per diem for meals, rather than reimbursement based on individual meal receipts. To receive per diem, submit a hotel receipt. If you stayed with family/friends, or the hosting organization paid for your lodging, please include a note in the Per Diem Wizard of the expense report and provide the name, address and telephone number of your host. Please reduce per diem to account for complimentary meals provided at conference, events, etc. Per diem is paid at 75 percent of the daily allowance for both first and last days of travel, regardless of start or return times. Trips lasting less than 12 hours are not eligible for per diem.

Pre-paid travel expense reconciliation

If you billed travel expenses directly to your research account, you must reconcile your expenses in Chrome River after the trip.

Group trips

Media School-funded trips with groups of students must always be approved in advance.

Contact Katie Higgins , Janet Laughlin , Bobbie Treadway or Sarah Gibson , or Travel Management at [email protected] or 812-855-2873.

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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.