With the start of the semester, we’re seeing increased reimbursement activity in Chrome River. Review these frequently asked questions for various ground transportation scenarios and brush up on your travel knowledge.
Taxi/Uber/Lyft:
How do I request reimbursement for Taxi, Uber, Lyft, or similar rideshare?
If you rode in a Taxi or similar rideshare to conduct IU business, you can report these expenses under the Taxi/Shuttle expense type available on all Travel reports in Chrome River.
When are receipts required?
Chrome River requires receipts when the cost of the ride is over $75.00. Remember to consult your local business office as they may require receipts for lower dollar amounts.
What info is required on a receipt when I request reimbursement?
According to the Accountable Plan and Travel Policy rules, receipts must show that you used your own money. Receipts must also show the last 4 digits of the card used. If the last 4 digits aren’t shown on the receipt, a bank transaction record showing the charge should be attached to the expense. Review the Receipt Requirements page on Travel Management’s website for the full details.
Can I use loyalty points or Uber Cash to pay for rides and get reimbursed?
No. Per IU Travel Policy, rewards points are not reimbursable for cash.
Similarly, Uber Cash is not reimbursable per policy unless traveler can prove they transferred the money from their personal banking account into the Uber app. As with all loyalty/rewards points, the best practice is to save Uber Cash for personal travel.
What Taxi/Uber destinations during a business trip are reimbursable?
Only rides for business purposes are reimbursable. This includes airport shuttles (to/from home, to/from hotel), rides to business meals, or rides from lodging location to conference location and back.
Rides to and from local attractions, restaurants, etc. during leisure time are notreimbursable, as they are personal in nature.
Private Cars:
While IU works with private car providers in the Bloomington area (Classic Touch for example), sometimes a traveler might need a private car/limo service at their business destination. If your department is willing to cover this, it must be reimbursed using non-IU funds (i.e. IU Foundation funds).
In Chrome River, be sure to add comments in the expense report that explain that a non-IU account will be funding that expense for that ride to be approved and reimbursed to the traveler.