This page explains how to request a signature on a travel contract that will be paid with a check request or meeting card. Examples include hotel room blocks, bus agreements, trip bundles, and student group tours or outings. Travel-related contracts must be reviewed and signed by Travel Management Services.
You will need the following information to complete this form:
A PDF or other digital copy of the documentation that needs to be reviewed and signed by Travel Management Services.
An understanding of the terms therein, and any consequences for not meeting the terms.
Your Fiscal Officer (FO)’s approval of this request. On the form, you must attest that your FO is aware of and has approved this request to submit the form.
The supplier’s name.
The supplier’s email address.
If paying via Check Request an active and approved supplier record for the company that provided the contract. The supplier record must have a Registration Type of Profile 1, Profile 2, or Individual. Review the Search for a Supplier page for help locating supplier information.
Step 5: Under Contract Request Name, enter a short description of the contract and event dates, for example, “JW Marriott Indy room block March ’26.”
Step 6: Click Submit.
Step 7: On the Instructions page, click Next in the upper right corner.
Step 8: The Contract Request Name field auto populates with the contract name you entered when creating this form. Leave this as-is. Click Next.
Step 9: On the Attachments page, click Add Attachment to upload your contract document. If needed, click Add Attachment again to upload additional documents or links to your request.
Step 10: Click Next in the top right corner of the page.
Step 11: Click Save Progress at the top of the page.
Step 12: In the Second Party field, enter the name of the supplier who provided the contract or agreement. Select the supplier from this menu.
If you are paying with a check request and the supplier does not appear, they have not completed supplier registration. You cannot submit a contract request until supplier registration is complete. Review the Check Request Supplier Request instructions.
A basic supplier record is required to complete a contract request form. Follow these steps to establish a No PO Contract Party supplier record for use in your contract request form. The supplier is not required to complete registration and will not be contacted. A basic placeholder supplier record is created for use instantly.
Step 1: Type the supplier’s name in the Second Party field
Step 2: Click Request New Supplier from the drop-down menu.
Step 3: A pop-up asks you to confirm you want to request a new supplier. Click Yes.
Step 4: The Request New Supplier window opens. In the Select a supplier request form* field, select No PO Contract Party from the drop-down menu.
Step 5: Click Submit.
Step 6: The No PO Contract Party Supplier request form opens. Review the Instructions page and click Next.
The Questions page opens. Complete the following fields.
Step 7: Enter the Supplier Name into the first field. This appears as the supplier record name in BUY.IU.
Step 8: If the supplier has an alternate name it uses to conduct business, enter that name under Doing Business As (DBA).
Step 9: Enter the first name of the person from the supplier that you are working with in the Second Party Contact – First Name field.
Step 10: Enter the last name of the person from the supplier that you are working with in the Second Party Contact – Last Name field.
Step 11: Enter the email address of the supplier contact.
Step 12: Click Next.
In our example, we entered The Grand Hyatt Mockington (Hotel) in the Supplier Name field and left the Doing Business As (DBA) field empty. The second party’s name is entered as Juliet Roberts and their email address is juliet@hyattmockington.com
Step 13: On the next page, review the Certification statement and check the box.
Step 14: Click Complete Request at the top of the page to submit the form.
Step 15: A pop up confirms whether you’re ready to complete your new supplier request. Click Yes.
You land in My Supplier Requests. Your request will not be reviewed by Supplier Data Management but will be available for your use immediately. Use this new basic supplier record on your Travel Contract Request Form (CRF).
Step 16: Return to your CRF by selecting the Contracts menu.
Step 17: Select the Requests option.
Step 18: Click My Contract Requests.
Step 19: The My Contract Requests page opens. In the Contract Request Name column, click the name of the contract you need to complete.
Step 20: On the contract request form, navigate back to the Questions tab.
Step 13: In the Describe Services or Goods in Detail field, include details about exactly what you will receive in exchange for payment. In this example, we wrote that a Fictitious IU Department will host an annual training across three days with a room block of 50 rooms.
Step 14: Mark “Yes” on the Is a Deposit being requested? question if the supplier requests payment in advance and enter the amount due in the Deposit Amount field.
Step 15: Enter the total dollar amount your unit will pay for this contract in the Total Cost field. This will not generate payment. This field is strictly for Travel’s reference as they review the form.
Step 16: Enter the name of the person who signed the contract on behalf of the supplier in the Name of Individual signing the Contract for the Second Party field.
Step 17: Enter the e-mail address of the person who signed the contract on behalf of the supplier in the E-Mail Address of Individual signing the Contract for the Second Party field.
Step 18: Enter the date the contract needs to be available to use in the Start Date field.
Check the box next to “Update Start Date Upon Execution” if the start date of the agreement should match when the agreement is finalized.
Step 19: Enter the date the contract should no longer be available to use in the End Date field. Select one of the options listed below.
Expires On: The agreement ends on a specific date. Enter the date in the field or select it using the calendar tool.
No Expiration: The agreement does not have an end date. No additional information is required.
Term: The agreement ends after a defined number of days, weeks, or months. Enter the number of days, weeks, or months and select the unit of measure from the drop-down menu.
Step 20: Do not enter information in the Auto-Renew, Renewal Term, Renewals Remaining fields.
Step 21: From the dropdown, select the Type of Travel Contract that describes the contract you’re submitting.
If none of the options describe the travel, select Other and enter a description of the travel purchase. In this room block example, Lodging is selected.
Step 22: From the dropdown, select the Traveler Type involved in the agreement.
If none of the options describe the travelers involved, select Other and enter a description of the traveler(s). In this example, Employee is selected.
Step 23: From the Travel Type dropdown, choose Domestic, In State, or International.
Step 24: Enter the Destination Country where the travel services are being provided.
Step 25: Enter the Destination State where the travel services are being provided.
Step 26: Enter the Department Name of the department requesting this contract.
Step 27: Enter the contact information of the person who knows what the agreement is for in detail in the Department Representative fields. Travel may contact this person to ask questions as they review and execute the contract. Note: the screenshot below is an example. Please enter your own department’s contact person.
Step 28: Next to the text that reads “I certify that I have reviewed and understand all terms and conditions of the attached contract, and acknowledge that my department is responsible for compliance with the agreement and any consequences resulting from failure to meet its terms, including additional payments. My Fiscal Officer approved this expense and the terms stated in the attached document,” mark the box to indicate “I certify the above statement is true”
Step 29: Click Next in the top right corner.
Step 30: Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.
Step 31: To revisit a page, click Edit next to it and locate any unfilled required fields on that page.
Step 32: Click Complete Request in the top right corner to submit the form and its attachments to Travel Management Services for review.
You will receive email notifications from BUY.IU as Travel reviews your request. Visit the Download a Signed Travel Contract page to learn how to access the signed contract.
Submit a Travel Support Form to contact Travel Management Services with questions about your request.
Select the following options on the Support Form, choosing the topic that describes your situation:
I currently work with IU as a…. Traveler or Arranger
I need help with: Student or Student Group Travel
Choose a topic: Reserve a hotel block OR
Choose a topic: Submit a travel contract for signature
I need help with: Hotels and Per Diem
Choose a topic: Signature required on room block contract
Additional links and resources
INDIANA UNIVERSITY Financial Training & Communications
Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email:estc@iu.edu
