Non-Employee Travel Overview

This high level, interactive video walks through the entire non-employee travel process from the perspective of an IU travel arranger.

You will learn:

·         What systems are involved in the process

·         What information to collect from guests

·         How to set up guests in IU systems

·         Booking options available including airport transportation

·         Chrome River reconciliation and reimbursement basics

·         Upgrading a traveler supplier in BUY.IU to receive honorarium

Email estc@iu.edu with questions about this video.

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Links referenced:

IU Travel Policy:  https://travel.iu.edu/policies/policies.shtml

Non-employee Traveler Worksheet: https://travel.iu.edu/pdf/Non-Employee-Travel-Worksheet.pdf

Create a secure upload form via SecureShare: https://kb.iu.edu/d/bhuz#guest

Learn about Trip Authorization:  https://travel.iu.edu/trip-authorization/index.shtml

Take a Trip Authorization training course: https://expand.iu.edu/browse/e-training/vpcfo/courses/trip-authorization-in-chrome-river

Non-employee Travel webpage: https://travel.iu.edu/policies/nonemployeepolicies.shtml

Request a Chrome River Non-employee Traveler Supplier in BUY.IU: https://training.iu.edu/documentation/suppliers/request/cr-supplier.html

Direct Bill Hotel webpage: https://travel.iu.edu/hotel/hotelrates.shtml

Designated Travel Agencies webpage: https://travel.iu.edu/traveling/secure/desigtravelagen.shtml

Egencia webpage: https://travel.iu.edu/traveling/secure/airlineonline.shtml

Expense Report Quickstart Video: https://iu.mediaspace.kaltura.com/media/t/1_fhnrvom6

Expense reporting training materials: https://training.iu.edu/documentation/travel/index.html

Receipt Requirements webpage: https://travel.iu.edu/policies/originalreceipts.shtml

Booking in Egencia training materials: https://training.iu.edu/documentation/travel/booking/index.html

Request Egencia Arranger Account: https://training.iu.edu/documentation/travel/system-overview/egencia-roles-and-access.html#arranger

Request Egencia Guest Traveler Profile: https://training.iu.edu/documentation/travel/system-overview/nonemployee-guest-travelers-in-egencia.html

Domestic per diem calculator: https://www.gsa.gov/travel/plan-book/per-diem-rates

Upgrade a Traveler Supplier - Supplier Edit Request form: https://training.iu.edu/documentation/suppliers/edit/index.html

Supplier invitation email template: https://purchasing.iu.edu/resources/forms/individual-soc-email.docx

Check Requests in BUY.IU: https://training.iu.edu/documentation/purchasing/check-requests/index.html

Travel Management Services: https://travel.iu.edu 

Financial Training & Communications: https://training.iu.edu