When travel is booked with personal funds, eligible expenses can be reimbursed with the required documentation and business purpose and must be done within Accountable Plan guidelines. IU’s travel policy, managed by Travel Management Services, defines allowable expenses.
As the expense owner, it is the traveler’s responsibility to ensure their receipts are submitted and reimbursements are received. Some departments have staff that assist with expense reporting. See the Emburse Access and Delegates page to get access to process travel on behalf of others.
Overview
If the trip is over, get ready to start submitting reimbursements! This section explains basic reimbursement ground rules and how to get started with an expense report.
Expense Report quickstart guide: In a rush? Review a short, interactive video that covers creating a report, adding expenses, and submitting your report. Choose your own path by selecting reimbursement or reconciliation and get up to speed in minutes.
- FIN-ACC-620 Accountable Plan: All business expenses must be reported within Accountable Plan guidelines. Review the policy.
- Reimbursement basics: Learn the ground rules for reimbursements, including timing and receipt requirements, personal time, and unallowable expenses.
- Start an Employee Travel expense report: Get started with your reimbursement request.
- SOP-TVL-12 Trip Authorization Import Options: Explains the different methods you can use to import a Trip Authorization report and when each is appropriate.
Receipts
Travel Management Services defines receipt requirements. These resources show you how to get your receipts into Emburse Enterprise.
- Travel Policy Receipt Requirements (in progress): Travel Management’s Receipt Requirements page explains what makes a valid receipt and when one is required.
- Receipt requirements (video): Review a short video that explains receipt requirements.
- Upload and Attach Receipts: Learn how to submit receipts via email, via the Emburse Enterprise app, or by manual upload. This guide also shows how to add receipts to expenses.
- Finding Travel Receipts in Egencia: Grants or local business offices may require that you include Egencia receipts on IU-prepaid expenses. Learn how to find these receipts.
Guides by Expense Type
Step-by-step guides for reimbursing many common expense types.
- Hotel reimbursement: Learn how to review a hotel folio receipt and add a hotel expense to a report.
- Per Diem: Travelers can receive reimbursement for meals during business travel via per diem.
- Per diem written guide: This guide shows you how to add per diem to an expense report and deduct for free meals or other reductions.
- Per diem video guide: This video explains per diem ground rules and shows you how to add per diem to an expense report and deduct for free meals or other reductions.
- Mileage: When travelers drive a personal vehicle for IU business, the mileage can be reimbursed.
- Mileage written guide: This detailed walkthrough shows how to handle in-state, domestic, and accumulated mileage.
- Mileage video guide: This video walks through using the Mileage calculator in Emburse.
- Imported “Other” misc. expenses: When importing TA, you may have “Other-Misc” expenses that you need to reclassify as a more specific expense. This short video shows you how.
- Taxis, Ubers, Lyfts: Watch a short demo of a Taxi/Uber reimbursement.
Non-Employee Guest Travel
This section contains training and reference materials that highlight the steps unique to the non-employee travel experience.
- Non-Employee Travel overview (in progress): Review Travel Management’s Non-Employee policies and procedures.
- Reports for Non-Employee Guests: Reporting for non-employees involves some extra steps. These resources can help you ensure you’re capturing all the details.
- Travel Expense Reports for Non-Employee Guests (written guide): Learn how to create an expense report for a non-employee guest traveler.
- Non-Employee Travel: The Full Process (Interactive Video): An interactive multi-part video that explains the entire non-employee travel process from start to finish.
- Wire Transfers in Emburse Enterprise: Learn how to collect wire transfer details from a non-employee traveler and enter them into Emburse Enterprise.