Independent Travel

1. Complete Student Pre-Travel Expense Worksheet 
   • Please fill this out with as much detail as possible. The more thorough and accurate your information, the quicker we can book your travel.
2. Watch Your Email
   • Look for confirmation from mschtrav@iu.edu with details on your trip and reimbursable expenses.
3. Authorization Required
   • Staff will submit a Travel Authorization (TA) and book travel for you. Do not book any travel without approval.

Flights and hotels

• IU prefers booking through Egencia (IU’s travel system). Create or update your Egencia profile right away.

Driving

• If using a personal car, you must complete an MVR check (safety approval) before driving for IU business. Mileage is reimbursed at IU rates only if approved.
• For IU rental cars, create a profile with Fleet Services (account number: 2330000).

• Save all receipts. Each must show: Your name, date of transaction, amount, vendor name, and proof of payment (last 4 digits of card).

• IU reimburses travel expenses like airfare, parking, taxis, or baggage fees.

• IU does not reimburse meals or incidental hotel charges.

• Within 14 days, email mschtrav@iu.edu to schedule a receipt-submission meeting with the experiential learning specialist.

• Bring itemized receipts to the meeting.

• Deadlines matter: receipts older than 60 days may be taxed, and after 120 days no reimbursement is possible.

• Share your hotel name, address, and room number for IU’s compliance reporting.