Travel Office Contact Information

Phone: 724-357-7999
Email:  travel-office@iup.edu or Hlmason@iup.edu (Haleigh Mason)

Travel Planning

  • All travelers are required to book and pay for their own travel plans, including hotel, flight, and rental car, and will not be reimbursed for expenses purchased for another individual.
  • Determine the most cost-effective option between personal vehicle mileage and IUP-contracted-rate Enterprise rental. If unable to use the most cost-effective option, provide justification for this choice when submitting your travel voucher. See below for Enterprise Car Rental information.
  • When using an online travel company such as Expedia or Travelocity, your receipt must include a breakdown of all charges. For example, the hotel and flight charges cannot be combined as one total. 
  • Conference registration may be included as part of your travel voucher.
  • Mileage reimbursement cannot be calculated from home to a destination unless that mileage is less than the mileage from IUP to the destination.
  • Make sure ALL receipts are itemized and show proof of payment—reimbursement will not be made without an itemized receipt and proof of payment. Credit card receipts and/or statements showing only a total are not acceptable as itemized receipts.
  • Meals and/or per diem cannot be reimbursed on a travel voucher unless an overnight stay occurs.

Forms

Policies and Procedures

Overnight Travel Status

Employees in overnight travel status may be paid for the actual cost of meals and other subsistence expenses, up to maximum rates established by the chancellor. The subsistence rate shall cover meals, tips, tax, and all other expenses not specifically addressed in this policy, for each 24-hour period spent in a continuous overnight travel status. The travel period begins at any time of day or night that the employee leaves headquarters or residence to embark upon overnight travel on official business. The chancellor may set separate subsistence rates for high-cost areas.

For overnight travel not part of a full 24-hour period, the subsistence rate shall be prorated (rounded to the nearest dollar) as follows:

  • Zero minutes to less than three hours: No reimbursement
  • Three hours to less than six hours: 25 percent
  • Six hours to less than 15 hours: 62.5 percent
  • Fifteen hours to less than 24 hours: 100 percent

The maximum allowable reimbursement amount must be reduced for meals provided to the employee at no cost, included in a registration fee, facility rental, or the cost of lodging. The maximum amount must be reduced by the following rates: 21 percent for breakfast; 21 percent for lunch; and 58 percent for dinner.

Enterprise Car Rental 

Please note that if Enterprise is not located near your pick-up location, you may choose to rent a vehicle through National at the same discounted rate. Section 2.2 of the Commonwealth Travel Procedures Manual states, “travelers must decline optional fuel offerings.” Travelers will not be reimbursed for optional fuel purchases. Please contact the Travel Office (724-357-7999 or travel-office@iup.edu) for the corporate ID and direct billing number.

Additional Information

Travel Card

  • Financial Operations Office
  • Clark Hall, B27
    1090 South Drive
     Indiana, PA 15705
  • Phone: 724-357-2205
  • Fax: 724-357-3026
Monday through Friday
8:00 a.m.–12:00 p.m.
1:00 p.m.–4:30 p.m.