Non-employee guests do not have access to IU systems. Because of this, an IU department travel arranger is responsible for completing the process outlined below and submitting travel expense reports on the guest's behalf.
Click on each tab to review the details related to each step, including video and written resources.
Collect your guest's personal details. This info is used to create a BUY.IU supplier profile and is entered on travel reservations you create. This info should match the legal ID the traveler will present to TSA at the airport or to hotel staff during check-in. Discrepancies may cause delays at the airport.
Trip Authorization (TA) may be required depending on the trip's destination and your department's requirements. The TA should be approved before travel is booked.
Complete these necessary steps:
Resources:
Your department may book guest travel using an IU payment method, or the guest may book their own allowable travel with personal funds.
Guest travelers cannot access IU systems. If your department is booking travel, you are responsible for making reservations and reporting those expenses in Emburse Enterprise. After booking, share itinerary and communicate travel plans to your guest.
Book Airfare and lodging:
Book Ground Transportation
Work with your Fiscal Officer to know what expenses your department is willing to fund. Departments can reimburse allowable car rentals or mileage, taxis/rideshares, and per diem for guests if desired.
Let your guest know what is allowed, and have them save receipts for reimbursement. Communicate with the guest and ensure they know how they're getting from location to location.
Send your own message or use Email Template #3 Travel Itinerary & Guidelines to communicate travel details and set expectations for reimbursement.
Travel Interruptions: Provide the guest with guidance and/or a departmental contact to use in the event of travel interruptions. Flights and lodging booked in Egencia or with DTAs can be rebooked by the department if necessary, or you may reimburse allowable and necessary travel reservation changes.
When IU's credit card is used to book travel, corresponding credit card items appear in your department's travel arranger's Emburse Enterprise eWallet. Credit card expenses are reconciled within 60 days of the trip end date to comply with IU Accountable Plan guidelines, and can be submitted before the trip occurs.
Your department may choose to fund allowable travel reimbursements. These are requested and substantiated within 60 days of the trip end date to comply with IU Accountable Plan guidelines. Reimbursements are not allowed before the trip end date.
Your department is responsible for collecting receipts from the guest and processing expense reports in Emburse Enterprise.
Non-employees are individuals who are not employed by or studying at IU, who are traveling on IU-funded business. Below are some examples of non-employee guests:
Per the Travel Policy, IU will fund travel expenses for family members or partners of job candidates only. Reach out to us for guidance on booking family member travel.
Guests visiting from another country may have visa considerations to be aware of. When expecting these guests, the best practice is to involve the guidance of the Office of International Affairs (OIA) and/or the Office of International Services (OIS) as soon as possible. Staff in OIA and OIS are experts in this area, so reach out to them early in the travel planning process.
Payments to International Visitors quick guide – Review these steps provided by University Tax Services when working with non-employee travelers from outside the U.S.
International guests may receive reimbursements via international wire transfer to their bank in their home country. Learn more about the different options below.
Guests performing a service for which they will receive payment are required to onboard as a full individual supplier in BUY.IU. These types of payments are taxable and cannot be processed through Emburse Enterprise.
Once the supplier profile is approved by Supplier Data Management (SDM), create the check request or non-catalog order in BUY.IU. Review the Payments for Services to International Guests page to learn more.
SDM will invite the guest to complete registration. If your guest has questions about registration, they can contact SDM by emailing helpmeiu@iu.edu or calling (812) 855-6101
INDIANA UNIVERSITY
Office of Procurement Services
Cyber Infrastructure Building (CIB)
2709 E 10th St
Bloomington, IN 47408
Bryce Building, Suite B311
986 Indiana Ave.
Indianapolis, IN 46202
