Non-Employee Travel Overview

**DISCLAIMER** As of January 2025, Chrome River's name changed to match its parent company, Emburse Enterprise. This name change was strictly cosmetic and the system functions the same as it appears in this video. 

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