Travel

Trip Reimbursement

• Instate Checklist
• Out of State Checklist
• Non-Employee Checklist
• Direct Deposit Reimbursement

Instate Checklist

1. Download, print and complete an Instate Reimbursement Request Form (for instructions on completing the form see Instate Reimbursement Request Form instructions)
2. Attach original receipts and any other supporting documentation (such as Exception to Policy Form) to the Reimbursement Request Form
3. Make sure the fiscal officer and the traveler have signed the Reimbursement Request form
4. Mail the completed Reimbursement Request Form and supporting receipts and documentation to Travel Management Services, Poplars 120, BL campus
5. Travel Management Services will process the reimbursement request provided that all travel was conducted in accordance with the University's travel regulations.

Out of State Checklist

1. The Reimbursement Request Form will be mailed to the Traveler three days prior to the return date of the trip. If the traveler has not received the form by the time they have returned from the trip, call Travel Management Services at 812-855-2873.
2. Complete the Reimbursement Request Form (for instructions on completing the form see Out of State Reimbursement Request Form Instructions)
3. Attach original receipts and any other supporting documentation (such as Exception to Policy Form (PDF) to the Reimbursement Request Form
4. Make sure the fiscal officer and the traveler have signed the Reimbursement Request form
5. Mail the completed Reimbursement Request Form and supporting receipts and documentation to Travel Management Services, Poplars 120, BL campus
6. Travel Management Services will process the reimbursement request provided that all travel was conducted in accordance with the University's travel regulations.

Non-Employee Checklist

1. Complete the Non-employee Disbursement Voucher (DV) in FIS. If the non-employee will not be receiving reimbursement for travel expenses, the DV will remain a zero voucher and will not be routed for approval.
2. If the DV contains reimbursement expenses to be paid to the non-employee, you will need to route the document for approval. Routing the DV will automatically print a coversheet. To the coversheet, attach the signed Payee Certification Document and all supporting documentation (original receipts, tax documents, etc)
   • NOTE: If the traveler is a non-resident alien, contact the FMS Tax Department to see what tax forms are needed.
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3. Mail the DV coversheet and supporting documentation to Travel Management Services, Poplars 120, BL campus
4. Travel Management Services will approve the DV provided that all travel was conducted in accordance with the University's travel regulations.
5. If a direct bill was used to charge the non-employee's lodging expense to an IU account, the lodging vendor will mail the invoice to the department that initiated the reservation. Once the invoice is received, write the DV number for the non-employee and the IU account number to charge on the invoice and mail it to Travel Management Services. TMS will issue a check payment to the vendor from the Travel System.