Egencia is IU's online travel reservation system. Rental cars can be booked in Egencia using IU's direct billing ID, meaning travelers don’t have to use personal funds to rent a car for IU business trips. This process can only be used by IU travel arrangers to book a vehicle for eligible employees and nonemployees when there is a contractual agreement with Indiana University. Such contracts must be approved by Purchasing as a part of the contractual process, by Legal Counsel's Office, or by OILCC, and the required insurance documents must be on file with OILCC.
This process generates a credit card item to be reconciled in Chrome River.
You will need:
Enterprise Program eligibility for Business Use with direct billing (appointed faculty and staff)
Your department's funding account number and org + chart codes
An Egencia arranger account & an Egencia traveler account for the employee or nonemployee traveler where there is a contractual agreement with Indiana University that has been approved by Purchasing as a part of the contractual process, by Legal Counsel's Office, or by OILCC, and the required insurance documents must be on file with OILCC. Visit the Roles & Permissions page to learn how to request either of these accounts.
To rent a car using IU's direct billing process, log into Egencia via One.IU. On the Egencia dashboard, select the Cars tab.
Select an option below to review instructions for that type of reservation.
Click on the Select Travelers field and select the name of the traveler for whom you're arranging a vehicle. If you do not see your traveler's name in this list, email travel@iu.edu.
Click on the Select Travelers field and select your GUEST account from the dropdown. This will appear as "YOUR NAME - GUEST." Ex. Juliet Roberts - GUEST. If you do not see your guest account in this list, email travel@iu.edu.
Enter the dates and times plus pickup and drop-off locations for your rental and click Search cars.
On the results page, ensure the Company Negotiated Rates box is selected in the lefthand column. This guarantees the vehicles you’re browsing use IU's negotiated rates and can be direct billed. To select a car, click the Select button on the right‐hand side of the page in the box with the desired car. IU policy allows up to a standard size vehicle.
Book the Rental
On the next page, optional add-ons may be selected. Not all add-ons are allowable per IU Travel Policy FIN-TRV-01. If an add-on is requested, consult your Fiscal Officer to verify the add-on is allowable. Scroll to the bottom of the page and click Continue.
On the next page, check the box next to Use direct bill for payment as shown in the screenshot below. Enter IU’s direct billing ID listed on Travel Management Services website in the Direct Bill Number field.
Enter the nonemployee traveler’s name in to the First Name and Last Name fields, as well as the traveler's mobile phone number.
Scroll down to the section titled Information requested by your company. Enter your Org Code in the Department Code field. Enter the Account Number specified by your Fiscal Officer. Indicate Yes or No as appropriate in the Is this an international trip funded by the US Gvn’t field. Finally, select your Chart Code from the Campus Code dropdown menu.
Scroll to the bottom of the form and select Book Now. The reservation is complete.
Additional links and resources
INDIANA UNIVERSITY Financial Training & Communications
Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email:estc@iu.edu
